distributing equally updating and deletion

[fatalcore]

I have this list of data.containing employees.
What I want is to distribute the emplyees in 4 shifts of duties in such a way that there is a complete balance in between [ gender wise,Level wise,dept wise and offteam wise ]
I also need to find where should a new person be alocated when they join.
I was thinking that first give them a weight in these four areas,and find there scores. and distrubute them. so that when someone joins or resigns the total score is available and depending on the needs can be allocated.
Also is there a way to send a mail to the employees to intimate them about the shifts?
I have attached a sample on which I am using.
Your help is much appreciated.