HR & RECRUITING
PTO Overlap to Google Calendar Coverage Block-Out
When overlapping team leave is detected in Outlook, automatically places a shared Google Calendar block-out on the gap days and emails the backup owner so the reduced-coverage…
How it runs
The automated pipeline, trigger to output.
- TriggerApproved leave event added to Outlook calendarOutlook
- ActionFind overlapping approved leaveOutlook
- LogicTeam below coverage line on any day?
- ActionCreate coverage block-out on shared Google CalendarGoogle Calendar
- OutputEmail backup owner the gap windowGmail
What it does
Detects when a new Outlook leave event creates a multi-person absence on a team, then marks those gap days on a shared Google Calendar with a clearly labeled coverage block-out. The named backup owner gets an email so they know they are on point for that window.
When to use it
Use it when the rest of the team works off a Google Calendar and needs to see reduced-coverage days at a glance. It turns an invisible scheduling clash into a visible, color-coded block everyone can plan around.
How it works
- 1A new approved leave event appears on the team Outlook calendar.
- 2The flow checks for other approved leave overlapping the same dates.
- 3A branch confirms the overlap leaves the team below its coverage line.
- 4For each gap day, a block-out event is created on the shared Google Calendar naming who is out.
- 5An email goes to the designated backup owner with the dates and what to watch.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 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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