mirror of
https://github.com/Sea-Haven-Industries/afterhours-shift-manager.git
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296 lines
17 KiB
Markdown
296 lines
17 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 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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## 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 |
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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 AWS Lambda (arm64)
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- **Data**: DynamoDB single-table (`afterhours-shifts`)
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- **IaC**: AWS SAM (`template.yaml`) with shared Lambda Layer
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- **Slack**: Slack Bolt framework with `/oncall` slash command
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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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### Lambda Functions
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| Function | 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 weekly schedule to Slack, sends pay report email |
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| `afterhours-roster-sync` | EventBridge (daily 6am ET) | Syncs employee roster from 3CX |
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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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| `afterhours-release-notifier` | Invoked by the Deploy workflow's release job on minor/major releases | Posts a "What's New" announcement to the shift channel |
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### Project Layout
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```
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src/
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slack-bot/ Slack Bolt Lambda (handler + app); ships CHANGELOG.md for App Home
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weekly-post/ Monday schedule + pay post
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roster-sync/ Daily 3CX roster sync
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ring-scheduler/ 3CX queue routing updates
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holiday-router/ 3CX IVR/queue repoint for holiday day shifts (activate/deactivate)
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release-notifier/ Posts release announcements to Slack
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shared/ Lambda Layer (schedule, blocks, changelog, 3CX client, secrets)
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scripts/ changelog CLI + CI guard + in-package copy sync
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tests/ pytest suite (mirrors src/, one dir per Lambda + shared)
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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 |
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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 (Monday date key) |
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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 `HolidaySchedulerExecutionRole` 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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## 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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Merges to `main` are automatically deployed via **GitHub Actions** using reusable SAM workflows from the Sea Haven org.
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For manual deploys:
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```bash
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sam build
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sam deploy
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```
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## Monitoring & Alarms
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All CloudWatch alarms are defined in `template.yaml` 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 the in-template convention `Lambda-<Metric>-<fn>`
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(e.g. `Lambda-Errors-afterhours-ring-scheduler`).
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**Lambda alarms** (all six functions: `afterhours-shift-manager`,
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`afterhours-weekly-post`, `afterhours-roster-sync`, `afterhours-ring-scheduler`,
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`afterhours-holiday-router`, `afterhours-release-notifier`):
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| Alarm | Metric | Condition | Notes |
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| `Lambda-Errors-<fn>` | `Errors` (Sum) | `>= 1` over one 5-min period | `TreatMissingData: notBreaching` |
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| `Lambda-Duration-<fn>` | `Duration` (Maximum, ms) | `>= ~80% of timeout`, 2 of 3 5-min periods | Thresholds: 24000 ms (30s-timeout fns) / 48000 ms (60s-timeout fns) |
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| `Lambda-Throttles-<fn>` | `Throttles` (Sum) | `>= 1` over one 5-min period | `TreatMissingData: notBreaching` |
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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** (implicit HTTP API `ServerlessHttpApi`, `AWS/ApiGateway`
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v2 metrics, `ApiId` dimension):
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| Alarm | Metric | Condition |
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| `ApiGateway-4xx-<apiId>` | `4xx` (Sum) | `>= 5` over one 5-min period |
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| `ApiGateway-5xx-<apiId>` | `5xx` (Sum) | `>= 1` over one 5-min period |
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| `ApiGateway-Latency-<apiId>` | `Latency` (p99, ms) | `>= 3000` ms, 2 of 3 5-min periods |
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> Duration and API latency thresholds are starting points and may be tuned after
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> observing real traffic.
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## Releases & Versioning
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The bot is versioned with SemVer, driven entirely by **`CHANGELOG.md`** — it is
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the single source of truth for both the version number and the human-readable
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notes. There is no separate tagging tool.
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**To cut a release**, in your feature PR add a new `## vX.Y.Z — Month D, YYYY`
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section at the top of `CHANGELOG.md` (plain language, written for on-call staff),
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bumping per SemVer, then run `python scripts/sync_changelog.py` to update the
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in-package copy. The `Changelog Guard` PR check enforces that the bump is a clean
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single SemVer step above the latest tag and that the two copies match.
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On the **deploy-then-merge** path, once the merge's Deploy succeeds, the Deploy
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workflow's `release` job (`needs: deploy`) tags the new version, publishes a
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GitHub Release with the notes, and — for **minor and major** bumps only (patches
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stay silent) — invokes `afterhours-release-notifier` to post a "What's New"
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message in the shift channel. The **App Home** tab ("About" page on the bot)
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always shows the current version's notes, read from the CHANGELOG that ships in
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the slack-bot package.
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> The release job lives inside the Deploy workflow (gated on `needs: deploy`)
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> rather than a separate `workflow_run`-triggered workflow. A push-to-main run is
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> a trusted context, so checking out and running repo code with write/OIDC is safe
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> — whereas `workflow_run` is flagged by CodeQL for untrusted checkout. Gating on
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> `needs: deploy` still guarantees we never announce a version that isn't live.
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**One-time setup (per environment):** after the first deploy creates the
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`ReleaseNotifyInvokeRole`, copy its ARN from the `ReleaseNotifyInvokeRoleArn` stack
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output into the repo **variable** `RELEASE_NOTIFY_INVOKE_ROLE_ARN` (Settings →
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Secrets and variables → Actions → Variables). Until it's set, releases still tag
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and publish but skip the Slack announcement (with a warning).
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> **Convention note (deliberate deviation).** The Sea Haven handbook says internal
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> SAM stacks generally need no versioning and that tags are applied manually. This
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> bot is versioned by owner choice (it has staff-facing release notes) and tagged
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> automatically by the Deploy workflow's release job. This is intentional — not 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 # runtime deps the imports need
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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 the org `ci-python-sam` workflow (`run-tests: true`).
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See [SETUP.md](SETUP.md) for full deployment and Slack app creation instructions.
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