HR & RECRUITING
On-Call PTO Coverage Gap Detector
Scans Outlook calendars for approved PTO that overlaps published on-call shifts and flags any day where no engineer is left covering.
How it runs
The automated pipeline, trigger to output.
- TriggerNightly schedule fires
- ActionLoad on-call shifts and eligible engineers from PostgresPostgres
- ActionRead approved PTO events from Outlook calendarsOutlook
- LogicIntersect PTO with shifts, keep zero-coverage windows
- OutputPost coverage gaps to on-call manager in SlackSlack
What it does
It compares approved time-off events in Outlook against the on-call rotation stored in Postgres, then surfaces every shift window that would be left with zero available responders. Each gap is posted to the on-call manager with the date, the role, and who is out.
When to use it
Run it nightly for any team that owns a pager. It catches the case where two on-call-eligible engineers both take the same week off and the rotation silently has no backup, before an incident hits an empty queue.
How it works
- 1A nightly schedule fires the workflow.
- 2It pulls the next 30 days of on-call shifts and eligible engineers from Postgres.
- 3It reads approved PTO events from the team's Outlook calendars over the same window.
- 4A logic step intersects PTO with each shift and keeps only windows where every eligible responder is out.
- 5For each true gap it composes a message listing the date, role, and absent people.
- 6It posts the gap list to the on-call manager's Slack channel, or a clean "all shifts covered" note when none exist.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect PostgresAny Postgres URL — query, write, migrate.
- 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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