HR & RECRUITING
PTO Request Coverage Pre-Check
When a new PTO request lands in Monday, it checks Outlook for teammates already out on the same client account during those dates and replies on the item with a coverage risk…
How it runs
The automated pipeline, trigger to output.
- TriggerNew PTO request created in Mondaymonday.com
- ActionRead requester, account, and dates from the itemmonday.com
- ActionQuery teammate absences in Outlook for those datesOutlook
- LogicClassify Clear / Caution / Blocked
- OutputUpdate status column and comment on the Monday itemmonday.com
What it does
It intercepts each new time-off request the moment it's created in Monday, looks up overlapping absences in Outlook for everyone on the same client-facing account, and writes a coverage verdict back onto the request item so the approver decides with full context.
When to use it
Use it on client-services teams where each account needs a named owner present. It stops the manager from rubber-stamping a request that would leave a key client with nobody covering during the requested dates.
How it works
- 1A new item in the Monday PTO board triggers the run.
- 2The workflow reads the requester, the account, and the requested date range from the item.
- 3It queries Outlook calendars of the other account members for approved absences overlapping those dates.
- 4A logic step decides Clear, Caution (one backup remains), or Blocked (no one left).
- 5It updates the Monday item's status column and posts a comment with the names and dates behind the verdict.
Set it up
What you configure once, before turning it on.
- 1Connect monday.comVisual work management for teams.
- 2Connect OutlookMail, calendar, contacts.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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