Use cases

"Who can cover Friday's close?" Finding cover with ChatGPT or Claude

Mays TeamOctober 10, 2026
Mays cover card: "Who can cover Friday's close?" Finding cover with ChatGPT or Claude — Find a name, offer the shift, approve the pickup

The message comes in at 2pm on Thursday: someone can't make Friday's close. What follows is familiar. You open the schedule to see who's already working Friday, check the timecards to see who's near overtime, then start a group text and wait.

With Mays connected to ChatGPT or Claude, the checking, the offer and the approval happen in one conversation, against the live schedule.

This post is part of our series Run your restaurant with your AI.

The situation

Jordan R. can't work Friday's 4pm–11pm close at Midtown. The week is already published.

Before: schedule in one tab, timecards in another, a list of names copied into a group text, replies to track, and then back to Mays to make the change by hand.

Now:

Jordan can't do Friday's close at Midtown. Who could cover it without going into overtime?

Step 1: find who could take it

The AI reads Friday at Midtown from the schedule (get_schedule): who's already working that day and when. Then it checks overtime for the workweek (get_overtime_risk): the hours each person has clocked plus the hours still scheduled, under Midtown's own overtime rules. It puts the two together and suggests a few names, for example people who aren't on Friday and have room under the threshold.

That's a suggestion, built from what Mays shows. You know things Mays doesn't: who just asked for fewer hours, who's great on a close. You pick.

Step 2a: give it to one person

If you already know who should have it:

Give it to Maya.

The AI asks Mays to reassign the shift (update_shift). Mays sends a preview first: the shift, the new person, and what it does to the week, such as hours before and after and anyone it puts into overtime. Approved time off, availability and a double-booking come back as warnings, never blocks. The AI tells you, and you decide.

Because the week is published, the change is staged: Maya and Jordan see it and are notified when you publish the week again ("Publish the Midtown week"), like editing a published shift in Mays.

Step 2b: offer it to the team

If you'd rather let the team claim it:

Put Jordan's Friday close up for grabs.

The AI asks Mays to offer the shift for cover (offer_open_shift), the same as Offer for cover in the Mays app. The preview says who gets the push to claim it, and names any teammates who'd go into overtime if they picked it up. Offering changes no hours by itself. Your yes sends it: the team at Midtown gets a push, Jordan is told the shift was offered, and Jordan keeps the shift until you approve a pickup. Nobody is left with an unstaffed close by accident.

A shift with nobody on it is already an open shift, posted to the team when the week is published. A draft shift has to be published before it can be offered.

Step 3: approve the pickup

Later, between rushes:

Did anyone ask for Friday's close?

The AI checks what's waiting for you (get_pending_approvals). Pickup requests show up there, with who asked. "Approve Maya's pickup." Mays sends the preview, with any warning such as an overlapping shift, and your yes approves it (decide_request). It's exactly what Approve does in the Mays app: the same checks, and the same notifications to Maya, Jordan and anyone else who asked.

What Mays doesn't do here

  • It doesn't pick the person for you. The AI suggests from the schedule and the hours; the decision and the yes are yours.
  • It doesn't text anyone outside Mays. Cover requests go out as Mays pushes to your team, like any cover request in the app. There's no group text and no phone number involved; the AI never sees your team's phone numbers.
  • It doesn't move anyone without a preview. Every reassignment, offer and approval is two steps.

Before you start

  • Connect Mays to your AI app. mays.app/ai has the setup for ChatGPT and Claude; Connecting Mays to your AI app has the details.
  • Looking up Friday and the hours is a read. It works on any connection.
  • Reassigning, offering and approving are changes. An admin turns on Allow AI apps to take actions under Settings → Connected AI apps → Organization, and you tick make changes when you connect.

Overtime is often why a close is hard to fill; the Wednesday overtime check catches it earlier. Your team's side of open shifts is in Open shifts and dropping a shift.

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