GITNUXSOFTWARE ADVICE
Employment WorkforceTop 10 Best Restaurant Staff Scheduling Software of 2026
Top 10 Restaurant Staff Scheduling Software ranked for restaurants, comparing 7shifts, HotSchedules, and Deputy scheduling features for managers.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
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Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
7shifts
Approval workflow for shift changes tied to availability and role constraints.
Built for fits when multi-location teams need controlled scheduling workflows with API-driven integrations..
HotSchedules
Editor pickRule-driven shift change workflow that ties coverage handling to stored scheduling constraints.
Built for fits when multi-location teams need governed scheduling automation with external system sync..
Deputy
Editor pickRule-based shift assignment that enforces availability and role constraints during scheduling.
Built for fits when multi-location teams need controlled scheduling plus automated attendance workflows..
Related reading
Comparison Table
This comparison table evaluates restaurant staff scheduling tools like 7shifts, HotSchedules, Deputy, Homebase, and When I Work across integration depth, their scheduling data model, and the automation and API surface used for updates, provisioning, and extensions. It also contrasts admin and governance controls such as RBAC, audit log coverage, and configuration options that affect throughput and operational safety as teams scale.
7shifts
Restaurant specialistCloud-based restaurant scheduling that creates shifts, manages availability, and supports integrations for payroll and labor workflows.
Approval workflow for shift changes tied to availability and role constraints.
7shifts treats scheduling as structured data by connecting employees to roles, locations, and shift assignments, then tracks request and approval states through the same schema. Admin governance includes permission controls for who can view schedules, approve edits, and manage location staffing calendars. Automation reduces coordination load with availability constraints and workflow-driven shift changes that keep schedules consistent across teams.
A tradeoff is that deep custom automation and schema changes are constrained to what the API and supported configurations expose. 7shifts fits teams that need schedule consistency with measurable workflow steps, like approvals and coverage updates, rather than one-off spreadsheets.
- +Clear scheduling data model for roles, shifts, and approvals
- +API surface supports automation and system integration workflows
- +Admin permission controls support location-level governance
- –Custom automation depends on exposed API actions and schemas
- –Multi-step workflow changes require admin configuration discipline
Operations managers
Standardize coverage across locations
Fewer last-minute coverage gaps
Scheduling coordinators
Handle shift swaps and requests
Reduced manual scheduling churn
Show 2 more scenarios
HR and compliance teams
Enforce access and approvals
Audit-ready change records
RBAC-style permissions and approval tracking support governance over who edits or approves shifts.
Systems and automation teams
Integrate scheduling with payroll
Lower integration rework
API-driven provisioning and automation connect scheduling events to downstream systems and logs.
Best for: Fits when multi-location teams need controlled scheduling workflows with API-driven integrations.
HotSchedules
Restaurant specialistRestaurant workforce scheduling with shift templates, labor tracking inputs, and payroll-adjacent workflows used by multi-location operators.
Rule-driven shift change workflow that ties coverage handling to stored scheduling constraints.
HotSchedules fits restaurants and operators that need scheduling governance across many roles, locations, and time-off events. The core data model tracks shifts, employee availability, and staffing assignments in a way that can be enforced through configuration and permissions. Managers can manage schedules and handle change flows such as shift swaps and coverage requests without building custom scheduling logic.
A notable tradeoff is that deep automation depends on the integration points available for external systems, so teams that need custom labor intelligence may hit a schema boundary. HotSchedules works best when a centralized schedule must propagate to multiple stakeholders and when operations want consistent rule enforcement across stores. Usage is strongest when the organization can define staffing constraints and operational ownership in advance.
- +Scheduling workflow maps to restaurant shift assignment and coverage handling
- +Role-based permissions support manager vs employee access boundaries
- +Automation focuses on scheduling events tied to availability and shift changes
- +Integration and API surface enable schedule synchronization with external systems
- –Custom labor logic may require workarounds when requirements exceed schema
- –Automation depth can be constrained by available provisioning and integration hooks
Multi-location operations teams
Coordinate schedules across many restaurants
Reduced schedule drift
Restaurant managers
Handle swaps and coverage requests
Faster coverage decisions
Show 2 more scenarios
Workforce data teams
Sync schedules to HR systems
Lower manual reconciliation
Use API and integration patterns to provision staffing data and export schedule changes.
Compliance and governance staff
Enforce scheduling policy controls
Stronger auditability
Apply configuration and RBAC boundaries to limit who can alter scheduled assignments.
Best for: Fits when multi-location teams need governed scheduling automation with external system sync.
Deputy
Workforce suiteTeam scheduling with shift plans, approvals, time tracking, and role-based administration suited for multi-site operations.
Rule-based shift assignment that enforces availability and role constraints during scheduling.
Deputy’s data model connects locations, departments, job roles, shifts, and staff availability so the same entities drive scheduling and attendance outcomes. Integration depth shows up through an API and workflow extensions that can provision staff and keep scheduling data synchronized across systems. Automation and configuration support manager review loops, such as enforcing availability constraints when assigning shifts. Audit visibility and RBAC-style controls reduce the risk of unauthorized edits across roles and locations.
A clear tradeoff is higher setup effort when multiple locations require consistent job-role definitions and rule configuration. Deputy fits best when a restaurant group needs consistent scheduling plus attendance records, with near-real-time updates after changes. It also fits teams that want automation tied to operational objects instead of exporting schedules and reconciling separately.
- +Central data model links shifts, roles, availability, and attendance
- +API and integration surface supports provisioning and synchronization
- +RBAC-style governance limits who can edit schedules by scope
- +Automation rules reduce manual rework after staff availability changes
- –Multi-location setup requires consistent job-role and rule configuration
- –Complex workflows can demand admin time to tune exceptions
Restaurant operators with multiple locations
Standardize staffing across sites with shared roles
Fewer coverage gaps and edits
HR and scheduling admins
Maintain governance over shift changes
Reduced unauthorized schedule edits
Show 2 more scenarios
Integrations and ops analytics teams
Sync staffing data with external systems
Lower manual data reconciliation
API-based integrations provision staff and keep schedule data consistent elsewhere.
Restaurant managers
Handle same-day coverage updates
Faster manager shift corrections
Automation helps assign replacements while respecting availability and job-role requirements.
Best for: Fits when multi-location teams need controlled scheduling plus automated attendance workflows.
Homebase
Workforce suiteShift scheduling that supports staff availability, role assignments, and administrative controls for restaurants and hourly teams.
Role and location based scheduling configuration that drives shift assignment and change propagation.
Restaurant staff scheduling in the workflow software category often hinges on integration depth and governance, and Homebase targets those points with structured scheduling, time tracking, and policy-based shift management. Homebase maintains a scheduling data model that ties employees, roles, locations, availability, and shift assignments into configurable rules for assignment and coverage.
Automation is centered on alerts, updates, and change propagation when schedules or employee availability change. The extensibility story depends on how staff, location, and time records can be provisioned and synchronized via API and integrations.
- +Scheduling and time data share a single employee shift assignment model
- +Role-aware configuration supports consistent coverage rules across locations
- +Automation triggers help propagate schedule and availability changes to stakeholders
- +Integration surface supports linking with workforce and operations systems
- +Admin controls cover onboarding, permissions, and operational configuration
- –API and automation details require careful mapping to local scheduling workflows
- –Multi-location governance can add complexity to role and permission configuration
- –Audit and change-history visibility may not reach every custom policy workflow
- –Automation throughput is limited by how often schedules and rules recompute
- –Custom scheduling logic depends on available configuration rather than code
Best for: Fits when multi-location restaurants need governed scheduling rules plus integration-based data sync.
When I Work
Scheduling suiteStaff scheduling with employee self-service shift requests, swap workflows, and management controls for hourly workplaces.
Shift swap and approval workflow with calendar-linked audit history for schedule changes.
When I Work schedules restaurant teams with shift templates, employee availability, and swap requests tied to a centralized workforce calendar. The data model centers on employees, roles, locations, shifts, and time-off blocks, which supports multi-location staffing workflows.
Automation focuses on schedule publishing, reminders, and approvals that reduce manual coordination for common staffing events. Integration depth depends on the documented API surface for pulling scheduling data and pushing changes programmatically.
- +Role and shift data model maps directly to restaurant staffing needs
- +Schedule publishing and swap workflows reduce manual coordination
- +Multi-location handling supports separate staffing calendars per site
- +Employee availability feeds constraint-aware shift planning
- –Automation and policy coverage can require admin configuration per workflow
- –RBAC granularity may not cover all restaurant-specific governance patterns
- –Automation triggers can be limited to scheduling lifecycle events
- –API and extensibility depend on available endpoints and schemas
Best for: Fits when restaurant locations need scheduling workflow control with documented integration options.
Kronos Workforce Scheduler
Enterprise workforceWorkforce management scheduling capabilities that cover forecasting and scheduling tied to broader HR and timekeeping data models.
Shift scheduling automation driven by configurable labor and coverage rules.
Kronos Workforce Scheduler fits restaurant teams that need forecasted staffing plans tied to real shift labor needs. It centers on shift-based scheduling workflows with rule-driven labor scheduling and role coverage.
Workforce allocation supports scenario planning for labor targets, time-off, and department staffing constraints. Integration depth matters because Kronos scheduling data typically connects to UKG HR and timekeeping through its enterprise integration and provisioning model.
- +Rule-based scheduling supports labor coverage constraints and shift requirements
- +Deep integration with UKG HR and timekeeping reduces schedule and time drift
- +Strong RBAC supports role-scoped access for managers and administrators
- +Extensibility via APIs and integration tooling supports automation scenarios
- +Audit and change history supports governance over schedule modifications
- –Scheduling logic can require careful configuration to match restaurant labor rules
- –Automation and API usage can increase integration project scope
- –Cross-location rollups add operational overhead for distributed teams
- –Data model complexity can slow onboarding for schedule administrators
Best for: Fits when multi-role restaurant scheduling needs tight integration with timekeeping and governance controls.
BambooHR
HR platformHR system with employee data, attendance-related configuration, and integrations that can support scheduling operations in restaurant workflows.
BambooHR API plus employee records schema for controlled scheduling data provisioning
BambooHR ties scheduling inputs to a shared employee records data model rather than treating shifts as isolated events. Scheduling is integrated with HR workflows through structured employee fields, approvals, and role-based visibility.
Automation is largely driven by configuration and workflow triggers that operate on that underlying schema. Integration depth relies on documented API access patterns for provisioning, sync, and extensibility workflows.
- +Employee-centric data model keeps scheduling aligned with HR records
- +Role-based access supports governed visibility for schedules and time inputs
- +API supports employee and schedule data synchronization for downstream systems
- +Workflow automation can trigger approvals and changes from structured fields
- –Scheduling configuration depends on HR schema alignment and field mapping
- –Automation options are configuration-driven rather than code-level extensibility
- –Audit and governance tooling is less explicit for scheduling-specific events
Best for: Fits when restaurant groups need governed scheduling tied to HR master data via API.
Workday Prism Analytics
Workforce planningWorkday planning analytics used to support workforce decisions that feed scheduling and labor planning processes.
Workday Prism Analytics semantic data model with governed RBAC and audit log integration across reports.
Restaurant staff scheduling often needs reporting joins across HR rosters, shift events, and approvals. Workday Prism Analytics provides a semantic data model and analytics layer that can support those joins using Workday data objects and governed views.
Automation is driven through Workday data feeds and integration patterns that route transformed results to downstream systems. The main differentiator is control depth through RBAC-aligned access, auditability, and a documented extensibility path for schema and integration governance.
- +Uses a governed analytics data model aligned to Workday HR objects and roles
- +Strong integration depth via Workday automation patterns and supported API workflows
- +RBAC and audit log alignment support controlled access to scheduling-derived insights
- +Extensibility supports custom schema for shift, absence, and staffing analytics
- –Scheduling execution requires external planning systems for time-off and shift assignment actions
- –Analytics-focused data model needs careful schema mapping to event-level shift data
- –Throughput depends on upstream data freshness and ETL design for near-real-time views
- –Admin governance can be complex when splitting access across reporting and operations
Best for: Fits when HR-driven staffing data must be analyzed and governed for scheduling decisions.
Google Workspace
Collaboration schedulingCalendar-based scheduling with directory-linked identities, sharing permissions, and automation options for schedule provisioning.
Admin Console audit logs record permission and configuration changes that affect scheduling access.
Google Workspace schedules restaurant staff by combining Calendar scheduling, Drive-based shared assets, and Gmail notifications across roles. Integration depth centers on Calendar, Directory, and Workspace data model objects that map cleanly to user identities and permissions.
Automation and extensibility come from Admin console RBAC, audit log visibility, and APIs that support provisioning, group management, and calendar operations. Governance relies on domain controls and audit logging to reduce scheduling drift and track administrative changes.
- +Calendar supports shared team calendars with fine-grained access by account
- +Directory and groups model staff roles for consistent permissions
- +Admin RBAC limits scheduling administration to delegated operators
- +Audit logs track configuration and permission changes affecting schedules
- +Workspace APIs cover provisioning, groups, and calendar operations
- –No built-in shift logic for rules like availability or labor constraints
- –Scheduling views require configuration and discipline across shared calendars
- –Complex swap workflows need custom automation outside core apps
Best for: Fits when teams need calendar-driven shift coordination with controlled RBAC and automation via APIs.
Microsoft Teams
Collaboration schedulingCollaboration and scheduling via planner and calendar integrations with directory-backed governance and permissioning.
Microsoft Graph APIs for provisioning and automation tied to Teams, groups, and calendar objects.
Microsoft Teams is often used for staff coordination, but scheduling workflows depend on integrations with Outlook, Exchange, and third-party scheduling apps. Calendar sharing, room and resource booking, and shift announcements can be driven through Microsoft 365 identity and group permissions.
Teams also supports automation via Graph APIs for users, chat, and collaboration entities, plus eventing patterns that connect scheduling changes to notifications. Governance uses Azure AD and Microsoft Purview features like audit logs and retention to control access across teams and channels.
- +Deep Microsoft 365 integration with Outlook calendar and Exchange resource booking
- +Teams membership and channel access enforced via Azure AD RBAC
- +Graph API support for automation and provisioning of collaboration artifacts
- +Audit logs and compliance controls available through Purview
- –No native shift scheduling data model for rosters and labor rules
- –Scheduling logic must live in external apps or custom automation
- –High change volume can create notification noise without throttling controls
- –Cross-location role and labor constraints require custom configuration
Best for: Fits when shift coordination and announcements fit Microsoft 365, and roster data lives elsewhere.
How to Choose the Right Restaurant Staff Scheduling Software
This guide covers Restaurant Staff Scheduling Software selection across 7shifts, HotSchedules, Deputy, Homebase, When I Work, Kronos Workforce Scheduler, BambooHR, Workday Prism Analytics, Google Workspace, and Microsoft Teams.
Each tool is assessed through integration depth, scheduling data model structure, automation and API surface, and admin and governance controls that affect multi-location rollout, role enforcement, and auditability. The guide also maps who should buy each tool based on real fit patterns and highlights common setup failure modes that show up across these systems.
Shift planning systems that enforce coverage rules and role constraints
Restaurant Staff Scheduling Software turns staffing requirements into shift assignments with employee availability, role constraints, and change approvals so schedules update without uncontrolled drift. Tools like 7shifts and HotSchedules connect shift change workflows to stored constraints so managers can publish schedules while approvals and coverage logic remain consistent.
Many implementations also add time-off requests, swap workflows, and time tracking so schedule changes propagate into attendance and labor workflows. Systems like Deputy and Homebase tie shift assignment models to availability signals and then trigger updates for downstream stakeholders.
Evaluation criteria for scheduling integrations, data schema, and governed automation
Restaurant scheduling tools fail when they cannot represent real scheduling entities like employees, roles, locations, and approvals in a consistent data model across sites. Tool choice should prioritize how the system exposes that model through an API and automation surface so external labor systems can stay synchronized.
Admin and governance controls also decide whether schedule changes stay controlled during high change volume. Tools like 7shifts and Kronos Workforce Scheduler separate role-scoped access and change history so managers and admins can edit schedules without losing oversight.
Scheduling data model with roles, shifts, locations, and approvals
A usable data model stores shifts, roles, employee availability, and approval states in a way that supports controlled changes. 7shifts centralizes employees, roles, shifts, and approvals to make schedule changes work across locations without breaking workflow constraints.
Rule-based shift change enforcement for availability and coverage
Rule-driven scheduling prevents assignments that violate availability or role coverage requirements. HotSchedules stores scheduling constraints and runs a rule-driven shift change workflow tied to coverage handling, while Deputy enforces availability and role constraints during scheduling.
Approval and swap workflows connected to constraint checks and audit trails
Change governance matters for both manager edits and employee-driven swaps. 7shifts uses an approval workflow for shift changes tied to availability and role constraints, and When I Work ties shift swap and approval workflows to calendar-linked audit history for schedule changes.
API-first extensibility for automation and schedule synchronization
Integration depth matters when labor rules or timekeeping systems must receive structured schedule updates programmatically. 7shifts highlights an API surface designed for automation and system integration workflows, and Deputy positions an API-first surface for provisioning and synchronization.
RBAC-style admin controls with scope over roles and locations
Governance should limit who can edit schedules by role scope and operational boundaries like location. HotSchedules and Deputy both use role-based permissions to split manager access from employee access boundaries, and Kronos Workforce Scheduler includes strong RBAC that supports role-scoped access for managers and administrators.
Operational change propagation and alerting when availability changes
Scheduling systems need predictable propagation when availability or policy inputs change. Homebase uses automation triggers to propagate schedule and availability changes to stakeholders, and When I Work reduces coordination via schedule publishing, reminders, and approvals tied to the scheduling lifecycle.
Decision framework for selecting governed scheduling with the right integration surface
Start with the scheduling entities that must exist in the system. Multi-location restaurants should prioritize tools with a scheduling data model that ties employees, roles, locations, shift assignments, and approvals into configurable rules, like 7shifts and Homebase.
Then validate that the tool exposes automation and API actions needed for the operating model. Tools like Deputy and HotSchedules are stronger fits when shift change and coverage handling must be driven by stored constraints and synchronized with external systems.
Map the scheduling schema to your real constraints
Write down the required entities and relationships: employees, job roles, locations, availability, shift assignments, and approvals. 7shifts and Deputy represent these elements in a central model that supports planning changes across locations, while HotSchedules and Homebase tie scheduling events to stored constraints and coverage rules.
Require rule-driven enforcement for availability and role coverage
If the operation cannot assign shifts that violate availability or role coverage, pick tools that enforce constraints during shift change workflows. HotSchedules ties coverage handling to stored scheduling constraints, and Deputy enforces availability and role constraints during scheduling.
Validate automation and API surface for schedule synchronization
Confirm the scheduling tool can expose actions for automation and system integration so external labor systems can consume consistent shift data. 7shifts emphasizes an API surface for automation and integrations, and Deputy highlights an API-first surface for provisioning and synchronization.
Choose governance controls aligned to role and location ownership
Define which managers can edit schedules and which operators can only view. HotSchedules and Deputy use role-based permissions to separate manager and employee access, and Kronos Workforce Scheduler uses strong RBAC plus audit and change history for governance.
Plan for change propagation speed under schedule churn
Stress test how schedule and availability updates propagate when staff availability changes frequently. Homebase triggers alerts and change propagation when schedules or availability change, and 7shifts supports recurring patterns and coverage checks to reduce manual rework.
Which organizations should choose each scheduling platform
The best choice depends on whether scheduling execution must be governed inside the scheduling system or coordinated outside it. Multi-location restaurants that need controlled workflow states and constraint enforcement generally fit tools like 7shifts, HotSchedules, Deputy, and Homebase.
Organizations that treat scheduling as an analytics or identity layer should evaluate Workday Prism Analytics, Google Workspace, or Microsoft Teams, which focus on governed data access and automation patterns instead of native shift rule execution.
Multi-location operators that need controlled approvals and API-driven integration workflows
7shifts fits teams that need an approval workflow for shift changes tied to availability and role constraints plus an API surface built for automation and system integration. Admin permission controls in 7shifts support location-level governance when teams must limit who can edit what.
Multi-location teams that need coverage logic enforced through stored scheduling constraints
HotSchedules fits operations where rule-driven shift change workflow must tie coverage handling to stored scheduling constraints. Deputy also fits when role and availability constraints must be enforced during scheduling with automation rules tied to revised coverage.
Restaurants that want scheduling plus attendance workflows under one governed model
Deputy fits teams that require rule-based shift assignment paired with automated attendance workflows and role governance. Kronos Workforce Scheduler fits teams that need scheduling tied to real shift labor targets and deep integration with timekeeping systems.
Groups that must align scheduling inputs to HR master employee records
BambooHR fits when scheduling provisioning and synchronization must align to employee-centric records through the BambooHR API. Workday Prism Analytics fits when the core requirement is governed analytics on HR roster and scheduling-derived insights rather than executing shift assignments directly.
Teams that coordinate shifts through calendar collaboration and identity governance
Google Workspace fits when staff coordination can rely on Calendar sharing and Admin Console audit logs to track permission and configuration changes affecting schedules. Microsoft Teams fits when announcements and coordination fit Microsoft 365, and Microsoft Graph APIs must support automation around Teams, groups, and calendar objects.
Setup pitfalls that break constraint enforcement and governance
The most common failures come from mismatching the scheduling workflow to the tool’s data model and governance surface. Some tools can enforce constraints only through configuration and rule schemas, so teams that expect code-level customization often hit operational friction.
Other failures come from building approvals and workflows that the tool cannot audit consistently, which reduces traceability during high schedule churn.
Building custom labor logic that exceeds the exposed schema
HotSchedules and Homebase can require workarounds when custom labor logic exceeds their stored schema and configuration hooks. 7shifts also ties custom automation to exposed API actions and schemas, so complex workflows demand admin configuration discipline.
Underestimating how multi-location role and rule configuration affects governance
Homebase and Deputy both require consistent job-role and rule configuration across locations to prevent governance gaps. When I Work supports multi-location calendars, but complex swap policies can require admin configuration per workflow.
Assuming the calendar collaboration layer can enforce shift rules like availability constraints
Google Workspace and Microsoft Teams do not provide a native shift scheduling data model for availability and labor rules. These setups require custom automation outside core apps, so constraint enforcement must be implemented in an external scheduling system if rules are non-negotiable.
Overloading admin changes without validating audit and governance visibility for custom policy workflows
Homebase notes that audit and change-history visibility may not reach every custom policy workflow. Google Workspace emphasizes Admin Console audit logs for permission and configuration changes, so schedule-related governance needs to map to those audited controls.
How We Selected and Ranked These Tools
We evaluated 7shifts, HotSchedules, Deputy, Homebase, When I Work, Kronos Workforce Scheduler, BambooHR, Workday Prism Analytics, Google Workspace, and Microsoft Teams using a criteria-based scoring approach across features, ease of use, and value. Feature coverage carried the most weight, while ease of use and value each contributed meaningfully to the overall score. Each tool received separate feature and usability ratings, and the overall rating reflects the relative mix of those outcomes.
7shifts stood out through its scheduling approval workflow tied to availability and role constraints plus a clear scheduling data model centered on employees, roles, shifts, and approvals. That combination pushed the tool higher on features and eased operational coordination for multi-location workflows that need controlled changes and API-driven integrations.
Frequently Asked Questions About Restaurant Staff Scheduling Software
Which scheduling systems provide a published API surface for multi-system automation?
How do major tools handle shift change governance when managers edit schedules after publishing?
What are the practical differences between 7shifts and Homebase for multi-location control and configuration?
Which tools best support governed integrations with HR and timekeeping master data?
How do tools enforce identity access control for scheduling administration and data views?
What data model design choices affect how time-off, availability, and role constraints propagate into schedules?
Which systems support automation when staff swap requests and availability conflicts occur?
How do scheduling platforms integrate with collaboration tools for announcements and staff communication?
What is the main path for migrating existing employee rosters and schedule history into a scheduling system?
Conclusion
After evaluating 10 employment workforce, 7shifts stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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