Superkind for shift planning

In shift planning every week is the same drill: asking who is available, assigning shifts, handling swap requests, watching overtime. You hand this work to Superkinds. You describe it once in Slack, Teams or by email, they do it in your tools, and no schedule goes out before you approve it.

Superkind Team

Every example is set at Schneider GmbH, a made-up company

Meet the shift planning Superkinds

Four Superkinds, each with one clear job. They all share the same company knowledge, so the Swap Manager knows the schedule the Shift Assigner built

One roster, from availability to sign-off

How the weekly roster for production at Schneider GmbH is built by the four Superkinds

YouSlack

@Superkind Plan next week. Collect availability and build the roster.

  1. Availability Collector

    asks all employees for their availability

    Availability list
  2. Shift Assigner

    assigns shifts by qualification and preference

    Roster With your approval
  3. Swap Manager

    handles swap requests and updates the roster

    Updated roster With your approval
  4. Overtime Reporter

    reports the overtime for the week

    Overtime report
Result

The roster is set, everyone knows their shifts and overtime is documented.

OutlookExcelPersonio

Availability Collector: knows who can work when

Sends every employee the availability form by email, collects the replies and enters them in Excel

production
You8:00

@Superkind Collect availability for next week.

Availability CollectorSuperkind8:01

Form sent to 24 employees. 18 replied, 6 still open.

  • Replied 18 of 24
  • Open 6 employees Waiting for you
  • On leave 3 employees entered

Set up in three steps

  1. Write in Slack: "@Superkind, I need an Availability Collector. Ask every Wednesday for next week’s availability."

  2. Connect Outlook, Excel and Personio. Superkind knows the employee list and leave days.

  3. Say when the deadline is: "Thursday at noon. Then remind." Superkind saves it as a routine.

ExcelPersonioGoogle Calendar

Shift Assigner: builds the roster that works for everyone

Takes the availability, the qualifications from Personio and the preferences and creates the roster in Excel

Production
You10:00

@Superkind Build the roster for next week.

Shift AssignerSuperkind10:03

Roster ready. All shifts covered, two preferences honored. Waiting for your approval.

Roster CW 49Excel · 24 employees · 3 shifts

Set up in three steps

  1. Write in Teams: "@Superkind, I need a Shift Assigner. Build the weekly roster from the availability."

  2. Connect Excel and Personio. Superkind knows the qualifications and honors preferences.

  3. Confirm the rule: no roster is published without your approval.

OutlookExcelSlack

Swap Manager: handles every shift swap

Takes swap requests by email or Slack, checks if the swap works and updates the roster

production
You13:00

@Superkind Müller and Schmidt want to swap on Tuesday.

Swap ManagerSuperkind13:01

Checked: both qualified for each other’s shift. Roster updated. Waiting for your approval.

  • Müller early to late Waiting for you
  • Schmidt late to early Waiting for you
  • Qualification both fit Done

Set up in three steps

  1. Write in Slack: "@Superkind, I need a Swap Manager. Check every swap request and update the roster."

  2. Connect Outlook and Excel. Superkind takes requests by email and Slack.

  3. Confirm the rule: no swap is entered without your approval.

PersonioExcelOutlook

Overtime Reporter: shows you who works too much

Compares planned hours in Excel with actuals in Personio and flags anyone over the threshold

Production
You16:00

@Superkind How does overtime look this week?

Overtime ReporterSuperkind16:01

Three employees over the limit. Müller +4 h, Weber +3 h, Koch +2 h.

  • Müller +4 hours Waiting for you
  • Weber +3 hours Waiting for you
  • Koch +2 hours

Set up in three steps

  1. Write in Teams: "@Superkind, send me the overtime report every Friday."

  2. Connect Personio and Excel. Superkind compares planned and actual hours automatically.

  3. Say the threshold: "From 2 hours overtime per employee." The report comes every Friday from then on.

Frequently asked questions

Can employees swap shifts through Superkind?

Yes, by email or Slack. Superkind takes the request, checks qualifications and shows you the swap for approval.

Does it work with Personio?

Yes. Superkind has 1,700+ integrations, including Personio. It reads leave days, qualifications and working hours.

What happens when someone calls in sick last minute?

Superkind knows the availability and suggests a replacement. You decide who steps in.

What does it cost?

You can try Superkind for free, with up to 150 hours of work and no credit card. Business starts at €50 a month for unlimited users. €1 gets about one hour of work done. Every plan is on the pricing page.

Is my data safe?

Superkind keeps storage and AI models in the EU, is GDPR compliant and aligned with the EU AI Act. No model is trained on your data.

More use cases

The other departments and their Superkinds

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