HR & RECRUITING
Email-to-PTO Triage Agent with Policy Reasoning and Auto-Routing
Reads free-form PTO requests sent to an HR inbox, extracts dates and leave type, checks them against company policy and team coverage.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email arrives in HR PTO inboxGmail
- ActionExtract requester, dates, and leave type from email
- ActionValidate against policy and approved PTO in AirtableAirtable
- LogicReason over notice, balance, coverage for a recommendation
- OutputPost structured packet and recommendation to approver in SlackSlack
What it does
Lets employees request time off in plain email and turns each message into a structured, policy-checked decision packet. The agent parses dates and leave type from natural language, validates them against accrual and notice-period rules, weighs current team coverage, and produces a clear recommendation for the approver instead of a raw forwarded email.
When to use it
Use it when PTO requests arrive as unstructured emails and HR spends time decoding and routing them by hand. Best where requests vary in format and judgment about policy or coverage is needed before approval.
How it works
- 1A new email in the HR PTO inbox triggers the flow.
- 2The agent extracts the requester, dates, and leave type from the message body.
- 3It checks the request against policy and existing approved PTO held in Airtable.
- 4Reasoning over notice period, balance, and coverage, it composes an approve, deny, or needs-info recommendation with rationale.
- 5It posts the structured packet and recommendation to the approver in Slack and logs the parsed request to Airtable.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect AirtableBases, tables, views, automations.
- 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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Run this workflow in your colony.
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