COVERAGE TRACKING
Shift & Handover System
VIRCON's shift system tracks staff coverage periods and facilitates seamless handovers between shifts. Staff clock in/out, leave handover notes for pending issues, and review unresolved items when starting new shifts. Coverage analytics help identify gaps and optimize staffing.
Shift Commands
Commands for clocking in/out, tracking coverage, and managing handover notes.
- ,shift start [shift_name] - Clock in and begin shift
- ,shift end - Clock out and end current shift
- ,shift status - View current active shifts and staff coverage
- ,shift history [@user] [days] - View shift history
- ,shift handover <notes> - Add handover notes for next shift
- ,shift notes - View all unresolved handover notes
- ,shift acknowledge <note_id> - Mark handover note as addressed
Standard Shift Types
Defined shift periods with coverage expectations and typical activity levels.
| Shift | Hours | Coverage Notes |
|---|---|---|
| Morning | 06:00 - 14:00 UTC | Low traffic period |
| Afternoon | 14:00 - 22:00 UTC | Peak hours - high priority |
| Night | 22:00 - 06:00 UTC | Low coverage - auto-alerts |
| Event | Variable | Community event coverage |
Common Handover Note Types
Categories of information typically passed between shifts for continuity.
Shift Workflow
Complete shift lifecycle from clock-in through handover to acknowledgment by next staff.
- 1. Staff member calls ,shift start to clock in and begin shift.
- 2. System logs start time and marks staff as active in coverage tracker.
- 3. Staff performs moderation duties and handles incidents during shift.
- 4. Before ending shift, staff calls ,shift handover with any critical notes.
- 5. Handover notes added to queue for next shift to review.
- 6. Staff calls ,shift end to clock out and mark shift complete.
- 7. Next shift staff uses ,shift notes to see pending handover items.
- 8. Staff acknowledges each note after addressing with ,shift acknowledge.
Shift Database Schema
Database structure for tracking staff shifts, durations, and activity metrics.
| Field | Description |
|---|---|
| shift_id | Auto-incremented unique identifier. |
| staff_discord_id | Discord ID of staff on shift. |
| staff_vrc_id | VRChat ID of staff on shift. |
| shift_type | morning, afternoon, night, event. |
| started_at | Timestamp of shift start (clock in). |
| ended_at | Timestamp of shift end (clock out). |
| duration_minutes | Calculated shift duration. |
| actions_taken | Count of moderation actions during shift. |
| incidents_handled | Count of incidents addressed. |
| handover_notes_left | Count of notes provided to next shift. |
Handover Note Database Schema
Database structure for pending handover notes, priority levels, and resolution status.
| Field | Description |
|---|---|
| note_id | Unique handover note identifier. |
| shift_id | Reference to shift that created note. |
| author_discord_id | Staff who wrote the handover note. |
| note_content | Detailed handover information. |
| priority | low, medium, high, urgent. |
| category | incident, appeal, monitoring, policy, other. |
| created_at | Timestamp of note creation. |
| acknowledged_by | Staff who acknowledged the note. |
| acknowledged_at | Timestamp of acknowledgment. |
| status | pending, in_progress, resolved. |
Coverage Tracking
Real-time monitoring of active staff and automated gap detection for optimal coverage.
- Real-time display of active staff and shift assignments.
- Auto-alerts when zero staff on duty (critical coverage gap).
- Shift overlap detection to ensure smooth handovers.
- Historical coverage analytics showing peak and low periods.
- Integration with ,gaps command to identify staffing holes.
Automation Features
Automated reminders, escalations, and analytics for shift management efficiency.
- Auto-reminder to end shift after 8+ hours (prevent burnout).
- Unresolved handover notes escalate to admin after 24 hours.
- Shift analytics auto-calculated: avg duration, actions per shift, etc.
- Coverage gap alerts sent when no staff online for 30+ minutes.
- Weekly shift summary report generated for head admins.
Real-World Use Cases
Practical examples of shift tracking benefits and handover continuity.
Case 1
Staff ends shift with ongoing harassment case
Handover: Left detailed note with user IDs, evidence links, current status
Outcome: Next shift picks up seamlessly, no loss of context
Case 2
Zero staff coverage detected at 03:00 UTC
Handover: System auto-alerts admin channel, shows last shift end time
Outcome: Admin contacts on-call staff to cover gap
Case 3
Weekly review shows one staff never uses shift tracking
Handover: Coverage reports show gaps, head admin addresses with staff
Outcome: Accountability improved, coverage becomes more reliable
Best Practices
Guidelines for effective shift tracking and seamless handover between staff.
- Always start shift with ,shift start for accurate coverage tracking.
- Leave handover notes for any unresolved incidents or pending tasks.
- Review ,shift notes at beginning of each shift - don't skip this.
- Acknowledge notes promptly so system doesn't escalate unnecessarily.
- Use priority levels correctly: urgent for security issues, low for FYI.
- End shift properly with ,shift end - helps analytics and prevents ghost shifts.