How do you hand over a shift without dropping anything?
At the end of a shift, the shift lead messages the Shift bot from their phone and fills out a form: cash, stock, incidents and anything left unfinished. The report lands as a card in the store’s chat, the incoming shift lead clicks Accept shift and asks questions in the thread. The chain’s manager sees every store’s cards in one chat. Walk through the handover yourself below.
Bot
Shift
Handing over your shift? Tap the button to open the handover form.
Rachel is wrapping up the morning shift and messages the Shift bot from her phone. Here, the same chat is shown on a big screen. Click the bot’s button to open the handover form.
Why hand over shifts in your team chat
A notebook by the register and voice messages in a personal messaging app work fine while you have one store and the same shift leads. After that, reports scatter across chats, photos of the register get lost, and figuring out who took over the shift takes a phone call.
- Every report uses the same form. Cash, stock, incidents, unfinished tasks: the fields are the same at every store. No more “I think everything’s fine” voice messages or sticky notes by the register.
- Everything from a phone. Shift leads don’t have a computer or a work email. The bot, the form, camera photos and the Accept shift button all live in the Pachca mobile app.
- See who accepted the shift and when. The card shows the name and time. One look at the chat settles any “nobody handed it over to me” argument.
- Questions don’t get lost. The incoming shift lead asks in the card’s thread, and the outgoing one can answer from home. A week later, the thread is right next to the report, not buried in someone’s direct messages.
- Managers see every store. Cards from all stores are copied into one chain-wide chat. No need to call around and ask shift leads for photos of the register.
- Grows with you. Today it’s a form and a button. Tomorrow it’s a reminder if nobody accepts the shift within half an hour, a daily summary across the chain and an AI agent that rounds up the week’s incidents.
How to set it up
15 minutes for the chats and the bot, no developer needed. The form and the “Accept shift” button come in a second pass, with n8n or your own code. You’ll need Administrator rights in Pachca.
In Pachca
- 1
Create a chat for each store, plus one for the whole chain
+ next to search Chat. Name it “Store · 12 Tverskaya St” and add the store’s shift leads and the manager. The second chat, “Shifts · All stores,” is for managers: the bot will copy every store’s cards there. - 2
Create the “Shift” bot
Automations Integrations Webhook +. Make it a public bot for multiple chats, so employees can find it in search and message it from their phones. The bot token is in the API section. You’ll need it for options B and C. - 3
Add the bot to the chats
Chat settings Add members Integrations “Shift.” Repeat for each store and the chain-wide chat. Only an admin or the chat’s creator can do this.
Shift report
Pick one of three options, depending on your setup.
- A
No form yet: a template in the store’s chat
Post a template in the store’s chat. The outgoing shift lead fills it out from their phone and attaches photos of the register and display:
The incoming shift lead reacts with ✅ and asks questions in the thread. It works from day one, just without the “Accept shift” button or a copy in the chain-wide chat.Shift: morning 08:00–16:00, 12 Tverskaya St Cash: closed out, no discrepancies Stock: enough milk till evening, reorder 0.3 L cups Incidents: coffee machine #2 leaking, tech tomorrow 10:00 Unfinished: pastry delivery, courier by 17:00 - B
A bot with a form, no code: n8n
It’s the same flow as the time-off bot: a word to the bot, a button, a form, a card with buttons. Take its workflow and swap in your own form fields. In n8n, create a Pachca credential: Access token is the bot token, Token type is Bot Token, User ID is the bot’s user_id, and Base URL is:
In the bot settings, on the Outgoing webhook tab, paste the workflow’s Production URL and check new messages and button clicks. Commands in the filter have to start with /, so either choose “any messages” and catch the word “Shift” in n8n, or agree on a /shift command. Send the bot “Shift”: the form will open, and the card will show up in the store’s chat.https://api.pachca.com/api/shared/v1 - C
Your own code
Give this skill to Claude, ChatGPT or Cursor. It covers the “word → button → form → card” flow, the form blocks, an “Accept shift” button that updates the card, a copy and summary for the chain-wide chat, a reminder when nobody accepts the shift and where to host the handler.
In your team
- 4
Agree on shift rules
The outgoing shift lead submits the form before leaving the store and drops photos in the report’s thread. The incoming shift lead clicks “Accept shift” within 15 minutes and asks questions in the card’s thread, not in direct messages. If the cash doesn’t add up, they click “Report discrepancy” and @mention the manager in the thread. The manager checks “Shifts · All stores” once a day.
The “Accept shift” button, the name and time on the card, the reminder and the chain-wide summary are built with the API. The skill above covers all of this. To set it up by hand, see forms, bot buttons and outgoing webhooks. This is how chains move off personal messaging apps: at Burger King, the office, contractors and restaurant managers all work in Pachca, and the IT team is moving HR bots and guest feedback collection over from Telegram.
Troubleshooting
- The bot doesn’t respond to “Shift”: the outgoing webhook only sends command messages, and a word without a / doesn’t pass the filter. Choose “any messages” or use /shift. In n8n, make sure the workflow is active and uses the Production URL, not the Test URL.
- The form was sent but no card showed up: the bot isn’t in the store’s chat, or the handler uses the ID of a different chat.
- The “Accept shift” button doesn’t work: button clicks aren’t checked in the outgoing webhook settings.