Shift scheduling that starts with a conversation: AI between guards and operations

The challenge

At a security company, shift scheduling is much more than "who is free when". Some sites need a guard with the right certification, there are working-hour limits and rest periods, and swap requests never stop. With all of it scattered across calls and messages, the scheduling manager spends most of the time collecting and coordinating instead of deciding.

The insight

What makes it work isn't the chatbot or the shift board - it's the connection between them: employees talk to the system the way they're used to, and behind the conversation a real business process runs.

What we built

Together with ZENZAP we built a system that connects ZENZAP - where guards communicate in natural language - with monday.com, where operations run. Guards update availability and constraints, receive their schedule and request changes or swaps, all in a conversation, with no forms and no new system to learn. The scheduling manager gets the information structured in one place, and the system proposes a schedule based on availability, constraints and role requirements. The manager reviews, adjusts and approves; the schedule is published to employees with read-receipt tracking, and swap requests become a proper approve-and-update process.

Results

Instead of collecting information by hand across dozens of conversations, the scheduling manager gets an up-to-date, structured picture in one place. The AI doesn't replace the manager - it removes the manual work so they can focus on the decisions that need them.

• Dozens of messages and callsOne natural-language conversation in ZENZAP
• Manual availability collectionStructured data in one place on monday.com
• Swaps over chat threadsA swap process with approval and schedule update