HR & RECRUITING
PTO Conflict to Monday Coverage Board
On a daily scan of upcoming Outlook leave, finds days where a team is understaffed and creates Monday.com items assigning backup owners for each uncovered responsibility.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily look-ahead schedule
- ActionRead approved leave for the horizon windowOutlook
- LogicFlag days exceeding safe headcount
- ActionAssign backup owner from skills mapOpenAI
- ActionCreate coverage item per gapmonday.com
- OutputPost scheduling summary to SlackSlack
What it does
Each morning the workflow looks ahead at the team's approved Outlook leave for the next two weeks, detects days where too many people are out at once, and writes a Monday.com board item for every coverage gap. Each item lists the absent person, the dates, the duty needing cover, and a suggested backup pulled from your skills mapping.
When to use it
Use it when coverage decisions need to live somewhere trackable, not in a manager's head. Good for teams that already run their work in Monday and want PTO gaps to show up as assignable, statused tasks the same way everything else does.
How it works
- 1A daily schedule kicks off the look-ahead scan.
- 2The flow reads approved leave events from the team Outlook calendar across the horizon window.
- 3A logic step groups absences by day and flags dates exceeding the safe headcount.
- 4For each flagged duty, an agent picks a backup owner from the team skills map.
- 5A Monday.com item is created per gap with owner, dates, and backup assignee.
- 6A summary line is posted so the manager sees what was scheduled.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect monday.comVisual work management for teams.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Connect OpenAIModels, embeddings, files.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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