Pilot Launch Guide

What this pilot is

The pilot introduces Qiza to a limited group before a wider rollout. Your existing scheduling or payroll system remains the official record. The bot helps people request, claim, and approve coverage; it does not change payroll or guarantee that a shift has been transferred.

Your business controlsWho is Staff, Manager, and Administrator; shift policy; final approvals; and who may join the server.

Qiza supportsInstallation, technical setup, recovery checks, troubleshooting, and private support during the pilot.

1Prepare

Bring these decisions to the assisted setup appointment.

Name the primary business Administrator and backup contact. List each location, its timezone, and the employees who work there. List job positions only when they need separate coverage alerts. Choose the Manager group and at least two people for practice. Write the shift-responsibility reminder shown to employees. Decide whether fixed shift times or optional Slack alerts are needed.

2Set up safely

Follow the installation preparation guide.
When the bot joins, it creates a private #shift-coverage-setup channel that only Administrators can see. Select Start Business Setup there. It asks for your business name and nothing else.
Then select Open Secure Setup Dashboard. Setup continues on a private web page, and Discord will ask you to confirm your account once. That second sign-in is expected; it only opens the setup page and grants no new permissions.
Complete the three required actions: Business Details, Add Location, and Secure Onboarding. Optional settings may be skipped.
You do not need to change Discord's Verification Level. Secure onboarding still requires Manager approval.
Select Review Setup Status and complete every required item.
Bookmark the dashboard. It stays your home for locations, positions, Manager access, and business settings. /setup_business in Discord does the same job and is there for repairs or if you prefer working in Discord.

Never share: passwords, bot tokens, Discord secrets, payment-card information, verification codes, or private employee records. Payment details belong only in Paddle's secure checkout.

3Practice with Managers

Use a test employee and a future test date so nobody mistakes the exercise for a real schedule change.

Approve one Staff onboarding request and verify the correct roles. Request, claim, approve, and undo one test shift in Discord. Approve or deny a second test claim from the Manager Workspace instead, so Managers have seen both places a decision can be made. Undo stays in Discord. Deny one test claim and cancel one request with a reason. Create and close a small Manager staffing need, if that feature is used. Open Manager Home and the private Contact Bot Support panel.

Managers should use buttons for routine work. The Command Guide is a reference for less common actions.

4Invite Staff

Start with a small group, not the entire workforce.
In Discord, run /setup_business and select Create Staff Invite to create a one-use, 24-hour invite. Copy the private link and send it directly to one employee.
Create a new link for each additional employee. Every link expires after one use or 24 hours, whichever happens first.
Share the Staff Guide before their first request.
Tell staff they can also sign in at /app on their phone to see their location's open shifts, post a request, and claim coverage. It is optional — the no-login request and claim links still work for anyone without Discord.
Have each employee submit one Start / Edit Request, wait for a Manager, and use Check My Status instead of submitting again.
Confirm employees can see only their intended workplace channels.

Suggested first group: one Administrator, two Managers, and three to five Staff members who can give clear feedback.

5Launch day

Before employees use itConfirm the bot is online, Manager Home is visible, the request and claim links open, the TV board is correct, and the service operator's final /system_check has no blockers.

Tell the teamThe existing schedule remains official. Coverage is not final until a Manager approves it. Questions go to the business Manager; technical problems go through Open Support Ticket in the private Contact Bot Support channel.

A Manager is available to review onboarding and coverage decisions. The business has shared the Staff and Manager Guides with the right people. The first real request will be watched from request through final approval. Everyone knows where the official company schedule is maintained.

6First week

Day 1: confirm the first real workflow and check the private Contact Bot Support channel.
Day 3: ask Managers what was unclear or slow.
Day 7: review adoption, support requests, and optional features.
Run /system_check after configuration changes or when support asks for it—not after every routine shift.

Use Suggest an Improvement for ideas and Open Support Ticket for something broken or confusing. Both buttons live in the private Contact Bot Support channel.

Pilot completion check

The pilot is ready to expand when all of these are true:

Managers can handle routine work without operator assistance. Staff can onboard, request, and claim using the guides. No launch blockers or unresolved data-recovery problems remain. The business has accepted its policy, support, and billing expectations.

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