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Run acknowledged ops shift handovers with Google Sheets, Gmail, Telegram, and DeepSeek

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

Last update

Last update 2 days ago

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A shift change is where small ops problems get lost. This workflow reads the open items and the notes the outgoing shift wrote, has DeepSeek draft a short SBAR handover brief, and makes sure it actually lands: duplicate briefs are blocked, critical items can never drop out of the text, the incoming lead has to acknowledge it, and anyone who does not gets nudged.

Last updated: November 2026.

Quick Overview

At each shift change, or on demand through a webhook, the workflow checks the HandoverLog so the same shift does not get two briefs within two hours. It reads the OpenItems and ShiftNotes tabs, builds a snapshot, and DeepSeek turns it into an SBAR brief plus a watchlist. A quality check appends any critical item the model left out, the brief is logged and sent to Telegram and Gmail, and a Switch pages the on-call lead for critical items and pings owners of items with no next step. A second webhook records acknowledgements, a 30 minute check nudges unacknowledged handovers once, and a Monday review lists the items that keep rolling over.

How it works

  1. Fires at 07:00, 15:00 and 23:00, or from the ops/handover webhook. The shift label is settled and on demand calls without a requester name are rejected by Telegram and email.
  2. The HandoverLog is read and a brief for the same shift in the last two hours stops the run with a short Telegram notice.
  3. OpenItems and ShiftNotes are read and reduced to counts, ages, priorities and next steps. With nothing open, the chat gets an all clear.
  4. DeepSeek drafts a 90 to 140 word SBAR brief and a watchlist, parsed with a fallback.
  5. The quality check looks for every high or critical item id in the brief, appends the missing ones, marks the brief ok, patched or fallback, and adds the acknowledgement instruction.
  6. The brief is logged with its quality flag and posted to Telegram and Gmail, each with three retries.
  7. A Switch pages the on-call lead on Telegram and emails the ops manager when critical items are open, and lists items with no next step for their owners. Both can fire on the same run.
  8. A POST to ops/handover-ack with handover_id and acknowledged_by fills the acknowledgement columns and confirms in the chat.
  9. Every 30 minutes, handovers older than 45 minutes without an acknowledgement get one Telegram nudge and are stamped nudged_at.
  10. Every Monday at 08:00 DeepSeek writes a short review of items open more than a week or missing a next step, sent by Gmail and Telegram.

Setup

  1. Create a spreadsheet with OpenItems (item_id, title, owner, opened_at, priority, status, last_update, next_step), ShiftNotes (shift, author, note, logged_at, severity) and HandoverLog (handover_id, generated_at, shift_label, open_count, critical_count, brief, posted, quality, acknowledged_by, acknowledged_at, nudged_at).
  2. Connect Google Sheets and point every Sheets node at your file.
  3. Add your DeepSeek compatible chat credential on Brief Model and Review Model.
  4. Connect Gmail and replace [email protected] with the incoming lead and manager addresses.
  5. Add a Telegram bot and replace chat ID 123456789.
  6. Give the team the ops/handover and ops/handover-ack webhook URLs, and adjust the shift cron to your rota.

Quick Answers

Can a critical item be left out of the brief?
No. The quality check compares the brief with every open high, critical or urgent item and appends any missing ids before the brief is sent.

What if two people trigger a handover?
The second request inside two hours for the same shift is skipped, and the chat is told which handover id already went out.

How do I know the incoming lead read it?
They POST the handover id and their name to the acknowledgement webhook. The log records it, and unacknowledged handovers get one nudge after 45 minutes.

Who gets paged?
The Telegram ops chat gets a critical items list and the manager address gets an email whenever at least one high priority item is open at handover.

Additional info

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