Starting point
Staff scheduling
Match staff scheduling and shift planning automatically
Availability, qualifications and reported staffing needs are merged automatically into a complete schedule proposal. Only genuine gaps or conflicts go to the planner; everything else is ready as a checked proposal before approval.
Process architecture
From individual availability to a checked schedule.
The process collects employee availability and qualifications, matches them against the reported staffing need per shift, and produces a complete schedule proposal. Gaps, double assignments or violations of working-time rules go to the planner; everything else is ready, checked, for approval before the schedule is published.
01Input
Open quotes and their context come together.
The process starts with silence rather than a message: a quote that has had no answer for days. The leading system supplies the quote, its deadline and the contact, together with the correspondence already attached to the case.
2 Steps
02Process
The right message is derived from the state of the case.
The draft comes from the quote itself, not from a template full of placeholders. The rules then check whether a follow-up is allowed at all; anything outside the agreed frame goes to a salesperson.
4 Steps
03Output
The message goes out and the case stays traceable.
The follow-up sits in the same conversation as the quote, sales sees the current state without asking, and every attempt is documented on the case.
3 Steps
Source01Collect availability
Employees report their availability through an app, a form or a chat command – via Microsoft Shifts, Google Forms or a custom staff app, depending on the environment.Details
Collect availability
Employees report their availability through an app, a form or a chat command – via Microsoft Shifts, Google Forms or a custom staff app, depending on the environment.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load demand and qualifications
Data02Load demand and qualifications
The reported staffing need per shift and each person's stored qualifications are loaded from the workforce planning system.Details
Load demand and qualifications
The reported staffing need per shift and each person's stored qualifications are loaded from the workforce planning system.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Calculate the assignment
Action03Calculate the assignment
A rule set matches availability, qualification and demand and proposes the right people for each shift, taking rest periods and maximum working hours into account.Details
Calculate the assignment
A rule set matches availability, qualification and demand and proposes the right people for each shift, taking rest periods and maximum working hours into account.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check for conflicts
Decision04Check for conflicts
The proposal is checked for gaps, double bookings and violations of working-time rules; every anomaly counts as needing clarification.Details
Check for conflicts
The proposal is checked for gaps, double bookings and violations of working-time rules; every anomaly counts as needing clarification.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Approve the schedulestandard case
- Clarify a gap or conflictexception
Approval05Clarify a gap or conflict
For an anomaly, the planner receives the affected shift with the available options for a manual decision.Details
Clarify a gap or conflict
For an anomaly, the planner receives the affected shift with the available options for a manual decision.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Approve the scheduleafter approval
System06Approve the schedule
The planner reviews the complete proposal and approves it, with or without the previously clarified adjustments.Details
Approve the schedule
The planner reviews the complete proposal and approves it, with or without the previously clarified adjustments.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Publish the schedule
- Notify employees
Result07Publish the schedule
The approved schedule is published in the workforce planning system and visible to everyone involved.Details
Publish the schedule
The approved schedule is published in the workforce planning system and visible to everyone involved.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Archive the schedule
Result08Notify employees
Every person automatically receives their assigned shifts, with a note on changes compared to the previous version.Details
Notify employees
Every person automatically receives their assigned shifts, with a note on changes compared to the previous version.
Interfaces
- Power BI API
- Teams Webhook
Result09Archive the schedule
The published schedule is filed with the approval timestamp and every manual adjustment, traceable for later evaluation.Details
Archive the schedule
The published schedule is filed with the approval timestamp and every manual adjustment, traceable for later evaluation.
Interfaces
- Power BI API
- Teams Webhook
System landscape
The same process in three environments.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Google Workspace APIs
Google environment: reads availability from Google Forms and notifies through Google Chat.
- Interfaces in use
REST API
Individual environment: connects the custom staff app with the existing workforce planning system.
- Interfaces in use
Webhook
Forwards a reported availability change immediately so the next schedule proposal takes it into account.
- Interfaces in use
Microsoft Power Automate
Microsoft environment: orchestrates assignment, conflict checking and notification as a workflow.
- Interfaces in use
Google Apps Script
Google environment: orchestrates assignment, conflict checking and notification inside Google Workspace.
- Possible apps & platforms
Microsoft Shifts und Microsoft Teams
Availability reporting and schedule publishing in the Microsoft environment.
- Possible apps & platforms
Google Formulare und Google Chat
Availability reporting and notification in the Google environment.
- Possible apps & platforms
Eigene Personal-App
Availability reporting in the self-hosted environment, connected to the existing planning system.
- Possible apps & platforms
Personalplanungssystem
Leading system for demand, qualifications and the published schedule in the individual environment.
Implementation in context
What the process does and what it deliberately leaves to people.
The process produces a proposal, not a final assignment. The schedule is always approved and published by the planner; the process only handles the mechanical matching of availability and demand.
The environment determines the tools, not the process. In a Microsoft 365 environment availability reporting and publishing run through Microsoft Shifts, in a Google Workspace environment through Google Forms with a connected planning tool, in a self-hosted environment through a custom staff app. Which variant fits depends on where the company already runs its workforce planning.
The assignment rule is unambiguous: qualification, availability, rest periods and maximum working hours determine who is eligible for a shift. If a shift is left without a suitable person or a proposal violates a working-time rule, the case goes to the planner instead of passing through automatically.
Employee availability data stays inside the company's workforce planning system; no additional copy is sent to an external service. Every approval and every manual adjustment is logged with a timestamp.
Target picture
Availability, qualifications and demand are merged automatically into a complete schedule proposal. The planner sees only the shifts that need a genuine decision and approves the checked overall schedule at a glance, instead of assembling it from scratch.
Expected benefits
- The schedule arrives as a checked proposal instead of a weekly spreadsheet puzzle assembled from scratch.
- The planner sees only genuine gaps and conflicts, not every single assignment.
- Violations of rest periods and maximum working hours are caught before publishing, not afterwards.
- Employees receive their shifts automatically, with a clear note on changes from the previous week.
- The process adapts to the existing environment instead of making an additional shift-planning tool a precondition.
- Every approval and adjustment stays traceably documented, even across staff changes in planning.
Prerequisites to start
- 01A system or app through which employees can report their availability.
- 02Stored qualifications per employee, where relevant to shift staffing.
- 03A workforce planning system with the reported demand per shift and period.
- 04A written rule on rest periods and maximum working hours against which the proposal is checked.
- 05A decision on the environment: Microsoft 365, Google Workspace or self-hosted – and the matching access rights.
More use cases
Matching solutions from your industry
Customer feedback
Evaluate and route customer feedback automatically
Every review and piece of feedback from online platforms, email or a contact form is automatically sorted by topic and urgency and routed to the right place in the company. Critical feedback reaches the responsible person immediately, instead of sitting unnoticed in an inbox or review platform for days.
Every review is sorted by topic and urgency immediately. Critical feedback reaches the responsible person within a short time with context and a suggested reply, while non-critical feedback flows into an ongoing evaluation of topics and tone trends.
- Microsoft Graph API
- Google Workspace APIs
- REST API
- Webhook
Finance and receivables
Send payment reminders from overdue invoices automatically
Every overdue open item from Microsoft Dynamics 365 Business Central, DATEV or the line-of-business system is checked against due date, grace period and reminder level and sent as a payment reminder through Microsoft Outlook or Gmail. Only blocked customers, missing recipients and amounts outside the agreed level go to finance; everything else leaves the same day.
Every overdue open item receives the next allowed reminder from the stored template as soon as due date and grace period are met. Only blocked customers, missing recipient addresses and amounts outside the agreed level reach finance as a case ready for a decision. Send, reminder level and record sit in the system of record, not in a private list.
- Microsoft Graph API
- Gmail API
- REST API
- Webhook
Scheduling & dispatch
Turn booking requests into calendar appointments
Every booking request from the shared mailbox, web form or chat is checked against opening hours, duration and free slots in Microsoft Outlook, Google Calendar or the line-of-business system, then booked as a firm appointment. Only requests without a clear slot reach dispatch; confirmation stays on the same case.
Every booking request leads to a checked calendar entry or to a reasoned reply on the same case. Dispatch decides only where no clear slot exists. Microsoft Outlook, Google Calendar or the line-of-business system remain the system of record; Nexaluna connects them and does not replace them.
- Microsoft Graph API
- Google Calendar API
- REST API
- Webhook
Finance and receipts
Automatically file expenses from receipt photos
Every receipt photo from Microsoft Outlook, Gmail or the line-of-business mailbox is read, checked against travel policy and submitted as a reimbursement claim in the system of record. Only unreadable shots and amounts outside the agreed limits go to a person; everything else is ready for a decision the same day.
Every receipt has an owner, a cost centre and a visible status. Inside policy the claim is created without retyping. Exceptions sit with the person who may decide, together with the image and the rule that was applied.
- Microsoft Graph API
- Gmail API
- REST API
- Azure AI Document Intelligence
Contracts & deadlines
Monitor contract deadlines and termination dates automatically
Every running contract gets its termination deadline calculated automatically and reports itself in time before the decisive date – in the environment already in place, whether Microsoft 365, Google Workspace or a self-hosted system. The responsible person only decides whether to renew, renegotiate or terminate.
Every contract has a calculated termination date and a lead time in which a decision can be made. The responsible person is informed in time, not once the deadline is already tight, and makes the decision themselves. What remains on each contract is a traceable record of when and how it was decided.
- Microsoft Graph API
- Azure AI Document Intelligence
- Google Drive API
- Google Sheets API
Purchasing & inventory
Trigger reorders automatically at minimum stock
Every item that drops below its reorder point is automatically turned into a purchase proposal. Purchasing only reviews exceptional cases and approves, instead of reconciling stock lists and open orders by hand.
Every item drops below its reorder point at most until the next run before a purchase proposal exists. Purchasing only decides where the rules are not clear-cut, and each decision is documented together with its basis.
- Microsoft Dynamics 365 Business Central API
- Azure OpenAI Service
- Microsoft Power Automate
- Microsoft Teams Adaptive Cards
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