HR & RECRUITING
PTO Request Intake with Team Coverage Check and Manager Routing
Captures PTO requests from a Slack form, checks how many teammates are already off on those dates.
How it runs
The automated pipeline, trigger to output.
- TriggerEmployee submits PTO request modal in SlackSlack
- ActionQuery approved time off for the team over the datesAirtable
- LogicCompare overlap to coverage threshold, set risk flag
- ActionDM manager an approval card with coverage flagSlack
- ActionWrite decision back to PTO logAirtable
- OutputConfirm outcome to the employee in SlackSlack
What it does
Turns an employee's Slack PTO submission into a fully-routed approval request. Before pinging the manager, it counts how many people on the same team are already approved off during the requested window and flags potential coverage gaps so approvers decide with context, not guesswork.
When to use it
Use it when PTO requests arrive ad hoc in Slack and managers approve blindly without seeing who else is out. Ideal for support, on-call, or shift-based teams where two people off at once breaks coverage.
How it works
- 1An employee submits the PTO request modal in Slack (dates, type, reason).
- 2The flow looks up existing approved time off for the same team in the Airtable PTO log over the requested dates.
- 3A logic step compares overlapping headcount against the team's coverage threshold and sets a clear or at-risk flag.
- 4It posts an approval message to the manager's Slack DM with dates, balance, and the coverage flag plus Approve/Deny buttons.
- 5The manager's decision is written back to Airtable and confirmed to the employee.
Set it up
What you configure once, before turning it on.
- 1Connect SlackChannels, DMs, threads, mentions.
- 2Connect AirtableBases, tables, views, automations.
- 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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Run this workflow in your colony.
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