mirror of
https://github.com/Sea-Haven-Industries/afterhours-shift-manager.git
synced 2026-09-30 04:33:10 +00:00
470e00affb
* feat(schedule): align the work week with Sunday-Saturday payroll Saturday night stays in the week that ends Saturday, and the first Flex close skips dates already sent. * fix(slack-bot): show the last pay close on Sunday The Monday 7am row for the week that just ended is not written yet, so /oncall pay now falls back to the prior close.
322 lines
20 KiB
Markdown
322 lines
20 KiB
Markdown
# After-Hours Shift Manager
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Slack bot for managing after-hours on-call shifts at Sea Haven Industries. Employees can pick up, drop, and swap shifts directly from Slack. Changes automatically update 3CX queue routing via the integrated ring scheduler.
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## How It Works
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A recurring weekly schedule assigns employees to after-hours phone duty. Weekend shifts are split into Day (8am-5pm) and Night (5pm-8am). Any unassigned shift shows as **Available** in Slack with a pickup button. When someone picks up or drops a shift for today, the 3CX queue is updated immediately. Future changes take effect when the ring scheduler runs at 8am daily and 5pm on weekends.
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The work week runs Sunday through Saturday, matching payroll. A Saturday night shift (5pm Saturday through 8am Sunday) stays in the Saturday week. Sunday day and Sunday night open the next week. The Monday 7am post shows the week that started the day before, plus the following week, and the pay summary covers the previous Sunday through Saturday.
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The weekly schedule post is updated live when shifts change, and the previous week's post is automatically deleted when the new one goes out.
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The bot also has an **About** page: open the bot in Slack and click its **Home** tab to see what it does, the full command list, and the latest "What's New" (see [Releases & Versioning](#releases--versioning)).
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Employees can do the same pick, drop, swap, and admin work from the internal portal After Hours pages. Slack DMs for swaps and late pickups still go out. App Home admin modals stay as they are.
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## Slack Commands
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| Command | Description |
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| `/oncall` | Show this week's schedule |
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| `/oncall next` | Show next week's schedule |
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| `/oncall pick <date>` | Pick up an available shift — instant if the shift hasn't started; if it's already underway (but not ended) it needs admin approval (see [Late-pickup approval](#late-pickup-approval)) |
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| `/oncall drop <date>` | Drop your shift (marks it available) — blocked within 24h of shift start; swap or ask an admin instead |
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| `/oncall swap <date> @person` | Request a swap — the other person gets an Accept/Decline DM and the shift only moves once they accept |
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| `/oncall register <ext>` | Link your Slack account to your phone extension |
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| `/oncall roster` | Show all employees and their link status |
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| `/oncall pay` | Show last week's bonus pay summary (Sunday through Saturday) |
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| `/oncall rate` | Show current shift pay rates |
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| `/oncall rate default <amount>` | Set the default per-shift rate |
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| `/oncall rate <ext> <amount>` | Set a per-person shift rate |
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| `/oncall help` | Show help |
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### Admin Commands
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Available to users listed in `admin_users` in the CONFIG record:
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| Command | Description |
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| `/oncall admin override <date> <ext>` | Assign a shift to an extension |
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| `/oncall admin open <date>` | Mark a shift as open |
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| `/oncall admin clear <date>` | Remove override (revert to weekly) |
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| `/oncall admin roster add <ext> <name>` | Add an employee to the roster |
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| `/oncall admin roster remove <ext>` | Remove an employee |
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| `/oncall admin roster rename <ext> <name>` | Rename an employee |
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| `/oncall admin holiday add <date> <slots> [x<mult>] <label>` | Schedule a holiday day shift (8am-5pm ET) with N slots, optional pay multiplier override (e.g. `x2`), and a label |
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| `/oncall admin holiday remove <date>` | Remove a scheduled holiday and its activate/deactivate schedules |
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| `/oncall admin holiday list` | List today-and-future scheduled holidays |
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Dates accept: `today`, `tomorrow`, `monday`-`sunday`, `4/5`, `2026-04-05`
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Example: `/oncall admin holiday add 2026-07-04 2 x2 Independence Day` schedules a
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2-slot holiday paying 2x. Omitting the `x<mult>` token uses the default
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`holiday_multiplier` from CONFIG (1.5). See [Holidays](#holidays) for the full flow.
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## Architecture
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- **Runtime**: Python 3.12 on ECS Fargate (arm64) plus dual-run Lambdas until cutover. seahaven-prod `011934824531`, seahaven-dev `710827005802`
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- **VPC**: This stack owns `10.70.0.0/16`. Meals and portal Fargate attach with HCP `existing_vpc_id` / `existing_public_subnet_ids` from outputs `vpc_id` and `public_subnet_ids`.
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- **HTTP contract**: `openapi.yaml`, linted in CI with `npm run openapi:lint` (Redocly `extends: recommended`, same as internal-portal and meal-order-manager).
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- **Data**: DynamoDB single-table (`afterhours-shifts`)
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- **IaC**: HCP Terraform workspaces tagged `app:afterhours-shift-manager` (`afterhours-shift-manager-dev` / `-prod`) plus GitHub Actions `deploy-api.yaml` (image). Terraform does not package `src/`.
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- **Slack**: Slack Bolt on `POST /slack/events`
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- **3CX Integration**: Queue routing updated directly via 3CX Queue XAPI
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- **Secrets**: AWS Secrets Manager (`afterhours-shift-manager/*`)
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### Leftover zip handlers (packaging only)
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Fargate is the live path. These `src/*/app.py` zip sources remain for `scripts/package_lambdas.py` only. Leftover Lambda IAM roles were removed after Paychex dropped AfterhoursWeeklyPostSend (PLAT-218).
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| Handler | Former trigger | Purpose |
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| `afterhours-shift-manager` | API Gateway (POST /slack/events) | Slack bot — handles `/oncall` commands and interactive buttons |
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| `afterhours-weekly-post` | EventBridge (Monday 7am ET) | Posts the Sunday-Saturday schedule and the previous week's pay summary |
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| `afterhours-roster-sync` | EventBridge (daily 6am ET) | Syncs employee roster from 3CX |
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| `afterhours-portal-api` | API Gateway (ANY /api/shifts, ANY /api/shifts/{proxy+}) | Cognito-authenticated employee/admin shift API for the internal portal |
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| `afterhours-ring-scheduler` | EventBridge (daily 8am ET + weekend 5pm ET) | Updates 3CX queue routing based on who's on shift |
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| `afterhours-holiday-router` | EventBridge Scheduler (per-holiday one-off: 8am activate / 5pm deactivate ET) | Repoints the IVR to the holiday queue and sets queue agents for a holiday day shift; reverts at 5pm (see [Holidays](#holidays)) |
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### Project Layout
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```
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src/
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server/ Flask + gunicorn + SQS worker (Fargate)
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slack-bot/ Slack Bolt app; leftover zip source for packaging; ships CHANGELOG.md for App Home
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weekly-post/ Monday 7am schedule post and prior Sunday-Saturday pay (leftover zip source)
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roster-sync/ Daily 3CX roster sync (leftover zip source for packaging)
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roster-api/ HTTP PUT/DELETE /roster for identity hire/offboard (leftover zip source for packaging)
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portal-api/ Cognito employee/admin shift API for the internal portal (leftover zip source for packaging)
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ring-scheduler/ 3CX queue routing updates (leftover zip source for packaging)
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holiday-router/ 3CX IVR/queue repoint for holiday day shifts (leftover zip source for packaging)
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shared/ Bundled into leftover function zips and the Fargate image
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terraform/ HCP Terraform (ECS/ALB, API, DDB, IAM, leftover zip packaging locals, schedules)
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scripts/ in-package changelog copy sync + cutover
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tests/ pytest suite (mirrors src/, one dir per leftover zip handler + shared + server)
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```
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### DynamoDB Schema
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Single table with `PK` / `SK` keys:
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| PK | SK | Description |
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| `ROSTER` | `<extension>` | Employee: name, extension, slack_user_id, optional email |
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| `WEEKLY` | `<DayName>` | Default weekly schedule: extension, name |
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| `OVERRIDE` | `<YYYY-MM-DD>` | Date override from pickup/drop (or `OPEN`) |
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| `SWAP` | `<YYYY-MM-DD>` | Pending/verified swap request: requester, target, status, `expires_at` (TTL) |
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| `HOLIDAY` | `<YYYY-MM-DD>` | Holiday day shift (one per date): `slots` (int), `assignees` (MAP keyed by extension — `{"114": {name, claimed_at}}`), `multiplier` (Decimal, defaults to `CONFIG.holiday_multiplier` = 1.5, overridable per holiday), `label`, `created_at`, `created_by`, `activated` (bool), `schedule_names` (list) |
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| `PICKUP_REQUEST` | `<YYYY-MM-DD>[-DAY]#<ext>` | Pending late-pickup awaiting admin approval: `requester_ext`, `requester_name`, `requester_slack`, `shift_type`, `is_holiday`, `status`, `created_at`, `expires_at` (TTL = shift end) |
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| `SCHEDULE_POST` | `<channel_id>` | Current schedule message timestamp |
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| `PAY` | `<YYYY-MM-DD>` | Weekly pay record (Sunday date key; older rows may use Monday) |
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| `CONFIG` | `CONFIG` | Settings: shift_rate, fallback_extension, admin_users, `ring_group`, `holiday_multiplier` (default holiday pay multiplier, 1.5), `holiday_queue` (3CX queue repointed during holidays, default 802), `ivr_number` (3CX IVR repointed during holidays, default 800), `captured_ivr_routes` (original IVR routes saved at holiday activation, restored at deactivation) |
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Weekend day-shift rows use a `-DAY` suffix on the SK (e.g. `OVERRIDE` / `2026-04-05-DAY`). The table has TTL enabled on `expires_at` so abandoned pending swaps and pickup requests self-clean.
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Shift priority for any date is **HOLIDAY > OVERRIDE > WEEKLY** — a holiday record wins over a regular override, which wins over the standing weekly schedule.
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Holiday slot claims are atomic Map updates so concurrent pickers can't oversubscribe:
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- **Claim** — `SET assignees.#ext` guarded by `attribute_not_exists(assignees.#ext) AND size(assignees) < :slots`.
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- **Release** — `REMOVE assignees.#ext` guarded by `attribute_exists`.
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- **Swap** — `REMOVE #from SET #to` guarded by `attribute_exists(#from) AND attribute_not_exists(#to)`.
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**Swap flow:** `/oncall swap` writes a `pending` `SWAP` record and DMs the target Accept/Decline buttons; it does **not** reassign the shift. On Accept, the override is written, 3CX is repointed if it's the active shift, and the record is marked `verified`. On Decline (or once the shift has started) the request is dropped and the shift stays with the original owner.
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### Holidays
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A **holiday** is a single day-only shift (08:00-17:00 ET), one `HOLIDAY` record per
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date, that can hold multiple people (`slots`). Admins manage holidays with
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`/oncall admin holiday add|remove|list`. A holiday takes priority over a regular
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override and the weekly schedule for that date, and pays at its `multiplier`
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(per-holiday override, else `CONFIG.holiday_multiplier`, default 1.5). Open slots
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show in the schedule with a pickup button; claims, releases, and swaps are atomic
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Map updates on the record (see above) so the slot count can't be oversubscribed.
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**Holiday-router + Scheduler flow.** When an admin adds a holiday, the slack-bot
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creates two **one-off EventBridge Scheduler** schedules for that date —
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`holiday-activate-<YYYYMMDD>` at 08:00 ET and `holiday-deactivate-<YYYYMMDD>` at
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17:00 ET — whose names are stored on the record's `schedule_names`. Scheduler
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assumes `afterhours-shift-manager-holiday-scheduler` to invoke `afterhours-holiday-router`:
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- **Activate (08:00):** capture both IVR `ivr_number` (800) routes — key-0 **and**
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no-input/timeout — into `CONFIG.captured_ivr_routes` (skipped if they already
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point at the holiday queue, so re-runs don't clobber the originals), set
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`holiday_queue` (802) agents to the holiday's assignees (or `[fallback_extension]`
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= `[100]` when no slots are filled — set **once** here), repoint **both** IVR 800
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routes to queue 802, and mark `activated = True`. Idempotent.
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- **Deactivate (17:00):** restore both IVR routes from `captured_ivr_routes` (only
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routes still pointing at the queue, defensive against manual changes), clear them,
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empty queue 802's agents, and mark `activated = False`. Idempotent.
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Queue 801 (the daily ring-scheduler queue) is left untouched. If an admin adds a
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holiday whose 08:00-17:00 window is already open, the slack-bot **inline-activates**
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it immediately (invoking the router) rather than waiting for the 08:00 schedule.
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Removing a holiday deletes the record and any outstanding schedules.
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### Late-pickup approval
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Picking up a shift behaves differently depending on timing, for **both** regular
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and holiday shifts:
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- **Before the shift starts** — immediate pickup (the prior behaviour, unchanged).
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- **After the shift has started but before it ends** (08:00 for a day/holiday shift,
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17:00 for a night shift) — the shift is **not** claimed yet. The bot writes a
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`pending` `PICKUP_REQUEST` and DMs **every admin** Approve/Deny buttons (mirroring
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the verified-swap flow). The **first admin to approve wins** (the claim is
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conditional, so a second approval is a safe no-op). On approve, the shift is
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claimed (regular: `set_override`; holiday: atomic `claim_holiday_slot`), the
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requester and channel are notified, and 3CX is fired if the window is live —
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regular shifts call `_update_3cx_routing(picker)` when it's today's active shift;
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holidays refresh queue 802's agents to the current assignees. On deny, the request
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is cleared and the requester is told.
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- **After the shift has ended** — rejected outright; it's too late to pick up.
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A slot claimed after the shift has started always needs an admin to approve it.
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### Secrets Manager
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| Secret | Description |
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| `afterhours-shift-manager/slack-bot-token` | Slack bot OAuth token (`xoxb-...`) |
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| `afterhours-shift-manager/slack-signing-secret` | Slack app signing secret |
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| `afterhours-shift-manager/3cx-domain` | 3CX FQDN (e.g. `company.3cx.us`) |
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| `afterhours-shift-manager/3cx-client-id` | 3CX OAuth2 client ID |
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| `afterhours-shift-manager/3cx-client-secret` | 3CX OAuth2 client secret |
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| `afterhours-shift-manager/roster-api-token` | Bearer token for PUT/DELETE `/roster`. Duplicate the same value into the seahaven-prod secret `paychex-integrations/afterhours-roster-token`. |
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### Roster HTTP API
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Identity hire/offboard in `paychex-integrations` calls this API. It is a separate Lambda on the same HTTP API as Slack (`POST /slack/events` is unchanged).
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| Method | Path | Body | Success |
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| PUT | `/roster` | `{"name","extension","slack_user_id"}` plus optional `"email"` | 200 `{"ok":true}` |
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| DELETE | `/roster/{extension}` | none | 204 empty body, including when the row is already gone |
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Header: `Authorization: Bearer {token}`. Missing or wrong token is 401. Invalid JSON or fields is 400. A secret-read failure is 503.
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`email` is optional so existing Paychex syncs keep working. Portal identity looks up that email (case-insensitive) against the signed-in Google account. Without it, the portal shows an unlinked roster message. Admin access is still the Slack IDs in `admin_users` after the email lookup.
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### Portal HTTP API
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The internal portal SPA calls this API with the Cognito ID token from `GET /api/auth/meals-token`. CORS allows `https://internal.seahaven.com`, `https://internal.dev.seahaven.com`, and local Vite.
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| Method | Path | Who |
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| GET | `/api/shifts?week=this\|next` | Linked employee; unlinked Google accounts get `{linked:false}` |
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| POST | `/api/shifts/pick` | Employee |
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| POST | `/api/shifts/drop` | Employee |
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| POST | `/api/shifts/swap` | Employee |
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| POST | `/api/shifts/swaps/{date}/{shiftType}/accept\|decline` | Swap target |
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| POST | `/api/shifts/admin/override` | Admin |
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| POST | `/api/shifts/admin/open` | Admin |
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| POST | `/api/shifts/admin/clear` | Admin |
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| POST | `/api/shifts/admin/holidays` | Admin |
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| DELETE | `/api/shifts/admin/holidays/{date}` | Admin |
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| POST | `/api/shifts/admin/pickups/{date}/{shiftType}/{extension}/approve\|deny` | Admin |
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Set portal `VITE_SHIFTS_API_BASE` to Terraform output `api_origin`. Set HCP variables `portal_cognito_issuer` and `portal_cognito_audience` (and `portal_cognito_extra_trust` if the portal has separate dev and prod pools).
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Set processor `AFTERHOURS_BASE_URL` to the Terraform output `api_origin` (HCP variable `afterhours_base_url` on `paychex-integrations-prod`). That value is the API origin only. Do not append `/roster`. Flip it at cutover after DynamoDB is copied, not before.
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Daily `afterhours-roster-sync` still owns the 3CX `DEFAULT` group at 6am ET: rows absent from that group are deleted. Hire is safe because 3CX create (into `DEFAULT`) happens before the roster PUT. An HTTP-only row that is not in that group will be removed on the next sync. Sync preserves `slack_user_id` on existing rows and does not overwrite a just-created API row's Slack id.
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Token rotation is a maintenance-window action. The Lambda caches the token per execution environment. Update `afterhours-shift-manager/roster-api-token` and `paychex-integrations/afterhours-roster-token` together, then recycle `afterhours-roster-api`. Updating only one copy, or recycling environments out of order, causes 401s until both sides match.
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## Documentation
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The canonical map of Sea Haven's AWS infrastructure lives in Confluence. This project's `afterhours-shift-manager` stack is represented there as a Mermaid subgraph.
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- **[AWS Architecture Map](https://seahaven.atlassian.net/wiki/spaces/IT/pages/1540098)** (Confluence, IT space, page 1540098)
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## Deployment
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Infrastructure is applied by HCP Terraform workspace `afterhours-shift-manager-prod` (VCS on `main`, working directory `terraform/`, file trigger `terraform/**` only). The Flask image is shipped by `.github/workflows/deploy-api.yaml`.
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## Monitoring & Alarms
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All CloudWatch alarms are defined in `terraform/alarms.tf` and notify the shared
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`site-alerts` SNS topic (→ AWS Chatbot → Slack). None set `OKActions` — recovery
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is not paged. Alarm names follow `ALB-<Metric>-afterhours-shift-manager` and
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`DDB-<Metric>-afterhours-shifts`.
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**ALB alarms**:
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| Alarm | Metric | Condition |
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| `ALB-5xx-afterhours-shift-manager` | `HTTPCode_Target_5XX_Count` (Sum) | `> 0` over one 5-min period |
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| `ALB-Latency-afterhours-shift-manager` | `TargetResponseTime` (p99, s) | `>= 3` s, 2 of 3 5-min periods |
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| `ALB-UnhealthyHost-afterhours-shift-manager` | `UnHealthyHostCount` (Maximum) | `> 0`, 3 of 3 1-min periods |
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**DynamoDB alarm** (`afterhours-shifts` table):
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| Alarm | Metric | Condition | Notes |
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| `DDB-ReadThrottle-afterhours-shifts` | `ReadThrottleEvents` (Sum) | `>= 1` over one 5-min period | `TreatMissingData: notBreaching` |
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| `DDB-WriteThrottle-afterhours-shifts` | `WriteThrottleEvents` (Sum) | `>= 1` over one 5-min period | `TreatMissingData: notBreaching` |
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`ReadThrottleEvents` / `WriteThrottleEvents` are the table-level throttle
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signals: AWS/DynamoDB emits them at the `TableName` dimension, so these alarms
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transition normally. `ThrottledRequests` and `SystemErrors` are intentionally
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**not** alarmed: AWS emits them only at `TableName`+`Operation` granularity, so a
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`TableName`-only alarm would sit permanently in `INSUFFICIENT_DATA`.
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**API Gateway alarms** were removed with the Fargate cutover (PLAT-216).
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## Releases & Versioning
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Prod is a human GitHub Release:
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```bash
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gh release create vX.Y.Z --target main --generate-notes
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```
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That tag applies prod infra in HCP and queues `deploy-api.yaml` behind the prod
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Environment. Merge to `main` deploys **dev**. Nothing in GitHub Actions creates
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the Release.
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**App Home "What's New"** still reads **`CHANGELOG.md`**. That file is product
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copy, not the prod tag driver. After editing the root file, run
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`python scripts/sync_changelog.py` so `src/slack-bot/CHANGELOG.md` stays in
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sync. Pytest fails if the two copies drift.
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## Testing
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Unit tests use `pytest` with all external boundaries mocked — DynamoDB / SES /
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Secrets Manager via `moto`, 3CX HTTP via `responses`, Slack via fakes, and time
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via `freezegun`. No test touches the network or real AWS.
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```bash
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python -m venv .venv && source .venv/bin/activate
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pip install -r tests/requirements.txt # test-only deps
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pip install -r src/slack-bot/requirements.txt \
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-r src/weekly-post/requirements.txt \
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-r src/shared/requirements.txt \
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-r src/portal-api/requirements.txt \
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-r requirements-api.txt
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pytest
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```
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Each Lambda has its own `app.py`, so the per-package `conftest.py` loads each one
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under a unique module name (importlib mode) to avoid collisions. CI runs the same
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suite on every PR via pytest plus `terraform fmt` / `init -backend=false` /
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`validate` and `npm run openapi:lint`.
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Local Fargate process (needs the same DynamoDB table and Secrets Manager names
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the Lambdas use, plus `JOBS_QUEUE_URL` to consume jobs):
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```bash
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export PYTHONPATH=src:src/shared:src/slack-bot
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export STAGE=local GIT_SHA=dev
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python -m server.entrypoint
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```
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Health is `GET /api/health` on port 8080.
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See [SETUP.md](SETUP.md) for full deployment and Slack app creation instructions.
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