ASM Systems
RUEN
Menu

Service

Telegram bot for staff

Staff check in for shifts and send reports and requests through Telegram, which they already have. The data goes straight into a database, the head gets notifications and summaries, and only the people you added have access.

Discuss your project

Who it is for

  • Staff report in group chats, and later someone collects it all into a spreadsheet by hand.
  • You need to know who started and finished a shift and when, without a paper log.
  • Requests between colleagues, for repairs, purchases or cover, are passed on verbally and get lost.
  • Deadlines for inspections, documents and maintenance have to be kept in your head.

What is included

  • List-based access: the bot works only for staff you have added
  • Roles: employee, manager, administrator, each with their own buttons
  • Shift start and end check-ins with timestamps
  • Field reports: text, photos, files and location
  • Internal requests with statuses and owners
  • Deadline reminders and notifications to the head
  • Summaries and Excel export, including for payroll

Billed separately

  • A web admin panel for the head, with reports and role settings
  • A browser portal for employees
  • Integrations with GPS telematics and other services via API
  • Moving the staff list and history from your spreadsheets

Price and timing

Estimated timing

3–4 weeks

What affects the price

  • The number of roles and internal flows
  • Which data the bot collects: photos, files, location
  • The number of departments and access rules
  • Which summaries and reminders you need
  • Whether a web admin panel is needed from the start
ServicePrice
Bot for staffRoles, list-based access, internal flows: requests, reports, notifications.from 1,800 BYN≈ $600

How we work

  1. Discussion: what staff do every day and where data gets lost

  2. Roles, flows and report forms for approval

  3. Development and a trial run with a few employees

  4. Launch for the whole team and instructions for staff and the head

Terms of work: payment, revisions, warranty

Example

A demo on fictional data and a real project from my portfolio with a similar task.

  • Demo

    Booking bot with a mini admin panel

    I show how a Telegram booking bot works using a fictional barbershop: a chat with service, barber and time selection, and a small admin panel with the bookings next to it.

    Open the demo

  • Flagship case

    Fleet management system: from a Telegram bot to an ERP

    Task
    A company with its own vehicle fleet needed shift check-ins, the daily plan, fuel accounting and vehicle maintenance in one system.
    Solution
    Started with a Telegram bot for START and FINISH check-ins and grew it into two services: the management system (bot and web admin) and a driver portal. Integrated with two GPS telematics systems and fuel cards.
    Result
    The system runs every day in a real company and keeps growing: about 620 commits since January 2026.
    • FastAPI
    • python-telegram-bot
    • PostgreSQL
    • SQLAlchemy 2
    • Alembic
    • Docker
    Read the case study

FAQ

How much does a bot for staff cost?

From 1,800 BYN for a bot with list-based access, roles and internal flows: shifts, reports, requests and notifications. The total depends on the number of flows and reports. I give an exact price once we have discussed the task.

How do I keep outsiders out of the bot?

The bot checks every user against the staff list. Anyone not on the list sees neither buttons nor data. When an employee leaves, you remove them from the list and their access is closed at once.

Will the bot work for shift check-ins?

Yes, that is how my main project started: a Telegram bot for START and FINISH check-ins at a company with its own vehicle fleet. Today it is a system with a web admin panel, a daily plan and a driver portal.

What if an employee makes a mistake in a report?

Corrections can be allowed within a set time or only through the head. Every change is kept in the history, showing who made it and when.

What happens when we need more flows?

They are added to the running bot: the data lives in a database and roles are configurable, so new reports, requests and sections do not require a rebuild. Once a lot of data flows through the bot, a web admin panel can be added.

How long until the whole team is using it?

The estimate is 3–4 weeks. Before the full launch I test the bot with a few employees so the flows are fixed before the whole team joins.

Contact

Tell me about your task — I'll reply with possible solutions. Or message me directly in the messenger you prefer.

Get a preliminary estimate

Service: Telegram bot for staff

Related services

All services in “Telegram bots”