Overview
Manually tallying employee leave from calendar events wastes time and invites errors. This workflow extracts Holiday and Illness absences from a specified Google Calendar for the previous month, summarizes days off per employee, and emails a clean report. It slashes manual work and prevents missed records.
The Impact
- Eliminate manual counting. Automatically aggregates absence days per employee.
- Prevent omissions. Parses event details to ensure no leave entry is missed.
- Accelerate reporting. Sends summary emails directly to stakeholders.
- Standardize data. Categorizes absences as Holiday or Illness for clarity.
Who This Is For
- HR Personnel Automate monthly leave summaries and email reports to managers.
- Team Leaders Quickly review team absence status for meetings or reviews.
- Administrative Staff Archive leave records for compliance and audits.
- Remote Work Coordinators Track illness and holiday absences efficiently.
How It Works
- Calculate Previous Month Range
- Derives start and end timestamps for the prior month and formats the month name for report headers.
- Get Calendar Events
- Fetches all events within the previous month from the specified Google Calendar.
- Parse Calendar Events
- Identifies Holiday or Illness events, extracts employee names from descriptions, and counts absence days per person.
- Build Email Message
- Constructs an email subject and body summarizing absences by category and employee.
- Send Mail
- Delivers the absence report email to the designated recipient.
What You'll Need
Before using this template, make sure you have:
- Google Calendar credentials authorized to access the target calendar.
- Gmail credentials set up to send emails from your account.
- A Google Calendar with leave events properly labeled as "Holiday" or "Illness" in the summary.
- Clear employee names at the start of each event description, separated by commas if there are notes.
How to Use
- Step 1. Create Leave Events
- Step 2. Configure Credentials
- Step 3. Set Parameters
- Step 4. Run the Workflow
- Step 5. Verify Results
Enter leave days in your Google Calendar, labeling event summaries with "Holiday" or "Illness" and starting descriptions with the employee's name.
Ensure Google Calendar and Gmail credentials are authorized in the workflow.
Fill in the CalendarId (email or 'primary') and RecipientEmail for report delivery.
Trigger execution to process last month’s events, generate the summary, and send the email.
Check the recipient inbox for the absence report and confirm data accuracy.
