HR & RECRUITING
PTO Gap Detector with Calendar Block Suggestions
Monthly, finds employees with no time off booked in the next 60 days and high accrued balances.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule fires
- ActionPull balances and last-leave dates from BigQueryBigQuery
- LogicKeep high-balance employees with no upcoming PTO
- ActionFind a low-meeting week and create a tentative calendar holdGoogle Calendar
- OutputSlack the employee the proposed dates to confirmSlack
What it does
This workflow looks ahead at each employee's calendar and PTO balance to catch people who have nothing booked and a large unused balance. Instead of just warning them, it proposes concrete dates by placing a tentative all-day hold on their calendar and asks them to confirm, reschedule, or decline.
When to use it
Use this when reminders alone do not move the needle. Pre-seeding a calendar block lowers the friction of taking leave: employees only have to accept a date rather than plan one from scratch. Good for teams where people chronically defer time off.
How it works
- 1A monthly schedule starts the run.
- 2BigQuery returns balances and last-leave dates per employee.
- 3A logic step keeps only employees with a high balance and no PTO scheduled in the next 60 days.
- 4The workflow scans each person's Google Calendar for a low-meeting week and creates a tentative hold event on the best-fit days.
- 5A Slack message notifies the employee with the proposed dates and a prompt to confirm, move, or remove the hold.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect Google CalendarEvents, attendees, availability.
- 3Connect SlackChannels, DMs, threads, mentions.
- 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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