GE-61: Workforce Scheduler — "When We Work" Replacement

Summary

A full-featured workforce scheduling and management module built as an add-on to G2 Elite. Replaces the When I Work app that The Farm League currently uses for staff scheduling (coaches, helpers, field crew, maintenance). Rob wants this because his staff is tripling with the new facility, and it must interface with QuickBooks so his wife can process payroll.

Epic: GE-61 (19 child features: GE-62 through GE-79) Status: All Idea Origin: SCRUM-27 (When We Work Functionality)

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Child Features

Foundation

Key	Feature	Purpose
GE-62	Data Model & Schema Design	Tables: staff_members, shifts, locations, positions, time_entries, break_records
GE-75	Role-Based Permissions & Onboarding	Admin, Location Manager, Supervisor, Staff roles + self-service onboarding
GE-79	Web Admin Dashboard & Navigation	Primary management interface — today's snapshot, schedule views, request queues

Core Scheduling

Key	Feature	Purpose
GE-63	Shift Scheduling Core (Drag-and-Drop)	Calendar builder (day/week/month), drag to create/move/resize shifts, shift templates
GE-64	Auto-Scheduling Engine	Intelligent fill based on availability, qualifications, fairness rules, overtime limits
GE-65	Open Shifts & Self-Service Pickup	Post unassigned shifts, qualified staff claim them, FCFS or manager-approved
GE-66	Shift Swaps & Trade Requests	Staff exchange shifts with manager oversight, qualification validation
GE-70	Availability Management & Time-Off	Staff set recurring availability, request time off, manager approval workflow

Time & Attendance

Key	Feature	Purpose
GE-67	Time Clock, GPS & Attendance	Mobile clock-in/out with GPS, geofencing, terminal mode, real-time attendance
GE-68	Break Tracking & Compliance	Paid/unpaid breaks, automated deductions, state labor law compliance

Communication

Key	Feature	Purpose
GE-69	Team Messaging & Communication Hub	1:1 chat, group messaging, shift-context notifications, announcements
GE-71	Shift Tasks & Team Task Lists	Checklists attached to shifts (e.g., field prep: chalk lines, set bases)

Operations & Reporting

Key	Feature	Purpose
GE-72	Labor Cost Reporting & Analytics	Real-time labor costs, overtime tracking, budget vs actual, forecasting
GE-74	Multi-Location & Department Management	Link to existing facilities, per-location schedules, staff location assignments
GE-77	Seasonal Suspension & Account Management	Pause during off-season, retain data, auto-suspend by season dates

Integrations

Key	Feature	Purpose
GE-73	Payroll Integration (QuickBooks, ADP, Gusto)	Sync timesheets to QuickBooks, map staff to employees, automatic hours sync
GE-76	Mobile App (iOS & Android)	Staff schedule view, clock in/out, shift pickup, swap requests

Differentiator

Key	Feature	Purpose
GE-78	Game-Linked Shift Automation	Killer feature — auto-generate staff shifts from game schedule (e.g., game created → umpire + scorekeeper shifts auto-created)

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Considerations & Gaps

Architecture Decisions Needed

1. Standalone app vs module? GE-81 (in the Inventory epic) mentions "standalone repository with shared auth." The Workforce Scheduler needs the same decision — is it a separate Cloudflare Workers project, or new endpoints in the existing g2-elite-backend? Given its scope (19 features), a separate project likely makes sense.

2. Database isolation. Does this get its own database, or does it share the org DB? Workforce data (shifts, time entries, payroll) is sensitive and high-volume. A separate schema or database would be cleaner.

3. Mobile integration. GE-76 says "integrated into the existing Youth Sports Manager mobile app." This means the G2 Elite Mobile app needs a workforce tab or section, not a separate app. The current app has no concept of staff-specific views beyond the basic StaffHomeScreen.

Feature Gaps

4. No mention of overtime rules. GE-68 covers breaks but there's no explicit feature for overtime calculation rules (1.5x after 40 hours, daily overtime in certain states). GE-72 mentions overtime tracking in reporting but not the rule configuration.

5. No pay rate management. GE-62 mentions hourly_rate on staff_members but there's no feature for managing pay rates, rate changes over time, different rates for different positions, or holiday pay multipliers.

6. No volunteer management. Rob uses both paid staff and volunteers. Volunteers don't need time clock or payroll but do need scheduling and task assignment. The system should distinguish between paid and volunteer roles.

7. No conflict detection with parent/coach roles. A staff member might also be a parent or coach. When auto-scheduling shifts (GE-78), the system should check for conflicts with their child's game schedule.

8. No Expo push notification integration for staff. GE-69 describes a messaging hub but doesn't mention how it connects to the existing push notification infrastructure in the mobile app.

Dependencies

9. QuickBooks integration (GE-73) depends on GE-55 (Integrations Service). The existing web app already has QuickBooks OAuth and invoice creation — the workforce module needs to extend this for timesheet sync.

10. Game-linked automation (GE-78) depends on the scheduling engine. The existing game scheduling system creates games — the workforce module needs to hook into game creation events to auto-generate shifts. This requires an event system or webhook.

11. Facility data (GE-74) — the existing facilities table has location data but no geofencing coordinates. GE-67 (GPS/geofencing) needs latitude/longitude added to facilities.

Scope Concerns

12. This is effectively a standalone SaaS product. 19 features covering scheduling, time tracking, payroll integration, messaging, analytics, and mobile — this rivals When I Work, Homebase, and 7shifts. Building this in-house is a significant investment. Consider whether a phased approach focusing on the differentiator (GE-78: game-linked automation) + basic scheduling would deliver 80% of the value with 20% of the effort.

13. Recommended MVP: GE-62 (schema) → GE-63 (basic scheduling) → GE-67 (time clock) → GE-78 (game-linked automation) → GE-73 (QuickBooks sync). This gives Rob staff scheduling tied to games with time tracking and payroll — the core of what he needs.