HR & RECRUITING
PTO Approval with Calendar Conflict and Blackout-Date Guard
When a PTO request lands, it scans the shared team calendar for blackout periods and critical meetings on those dates.
How it runs
The automated pipeline, trigger to output.
- TriggerNew PTO request row created in AirtableAirtable
- ActionCheck blackout and employee calendars for the datesGoogle Calendar
- LogicAuto-approve if clean, escalate on any conflict
- ActionMark approved and create team-calendar holdGoogle Calendar
- OutputEmail manager the conflict summary on escalationGmail
What it does
Enforces your time-off policy automatically. Each PTO request is checked against company blackout windows (releases, close periods) and the employee's own calendar for must-attend events. Requests with no conflicts are auto-approved; anything touching a blackout or a flagged meeting is escalated for a human decision.
When to use it
Use it when you have firm blackout dates or recurring critical events and want low-risk requests approved instantly while only the edge cases reach a manager.
How it works
- 1A new row in the Airtable PTO requests table triggers the flow.
- 2It reads the company blackout calendar and the employee's primary calendar for the requested range via Google Calendar.
- 3A logic step decides: clean dates auto-approve, blackout overlap or a flagged event escalates.
- 4Auto-approved requests are marked approved in Airtable and a hold event is created on the team calendar.
- 5Escalations email the manager a summary of the exact conflict found and the request link for a manual call.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect Google CalendarEvents, attendees, availability.
- 3Connect GmailRead, draft, send, label.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, 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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