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Holiday & Time-Off Coverage Planner · Operations

See coverage gaps two weeks before they hit, not the morning of

Each Monday it checks the next 14 days of time off and public holidays against your minimum cover, suggests swaps to managers and sends handover checklists to people going out.

Available now $99 one-time · never renewsIncluded in Enterprise
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Free account to start. Buying and running live need a paid plan.

  • Runs on a schedule
  • 1 AI step
  • About 20 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “We find out support is down to one person on the day it happens.”
  • “Two people in a critical role booked the same week off and nobody noticed.”
  • “Handovers are a last-minute scramble the afternoon before someone leaves.”

What you get with the agent

  • Every working day of the next 14 days checked against your minimum cover per team or role.
  • Days under minimum, critical roles with no backup (or a backup who's also out) and public-holiday clashes flagged.
  • A plan with suggested swaps from your own roster posted to your managers' Slack channel.
  • A Slack DM with a handover checklist and suggested out-of-office message for everyone leaving in the next 7 days.
  • Absence reasons never repeated and personal circumstances never mentioned.

Before

Monday morning, the support queue is overflowing. Two agents are on leave and a public holiday nobody planned for means the third is off too.

After

Two weeks earlier, managers saw the gap in Slack with a suggested swap from the roster. The people going out got a handover checklist the week before, and nothing fell through.

How it works

The whole workflow, step by step.

Every Monday the agent reads your time-off and roster tabs in Google Sheets and your country's public holidays from the free Nager.Date API. AI checks each working day of the next 14 days against your minimum cover per team or role, and flags days under minimum, critical roles with no backup (or a backup who is also out) and public-holiday clashes. Managers get the plan in Slack with suggested swaps from your roster. Everyone whose time off starts in the next 7 days gets a Slack DM with a handover checklist and a suggested out-of-office message. It plans only: it doesn't approve leave or edit HR systems or calendars, it never repeats the reason for an absence, and it covers one country's national holidays (regional holidays only partly).

  1. TriggerEvery Monday at 7:00
  2. App callRead the time-off sheet
  3. App callRead the team roster
  4. App callGet upcoming public holidays
  5. LogicCheck the time-off dates
  6. LogicFind who starts time off this week
  7. AI stepFind cover gaps
  8. App callPost the plan to managers
  9. LogicEach person out next week
  10. App callFind them in Slack
  11. App callDM the handover checklist
  12. OutputPlan sent

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1Every Monday at 7:00Runs every Monday morning. Set your time zone on the trigger.
  2. Step 2Read the time-off sheetReads your time-off tab: one row per absence with person, email, team, role, first and last day off, and their backup.
  3. Step 3Read the team rosterReads your roster tab: everyone who can cover (name, email, team, role, working days, who can back up whom).
  4. Step 4Get upcoming public holidaysCalls Nager.Date (free, no key) for your country's public holidays in the coming year.
  5. Step 5Check the time-off datesIn code, not AI: keeps only absences that overlap the next 14 days (last day off today or later, first day off within 13 days), works out each person's return day (the next weekday after their last day off) and lists the Monday–Friday working days in the window. Change the 14 days here (first.within.max and the wd… dates).
  6. Step 6Find who starts time off this weekIn code, not AI: keeps the absences that start in the next 7 days — the people who get a handover checklist.
  7. Step 7Find cover gapsThe dates were worked out in code. AI checks each working day of the next 14 days: who is out, days under your minimum cover, critical roles with no backup and clashes with public holidays, and suggests swaps from your roster. It also writes each handover checklist and out-of-office message.
  8. Step 8Post the plan to managersPosts the gaps, critical roles without backup, holiday clashes and suggested swaps to your managers' channel.
  9. Step 9Each person out next weekSends every person whose time off starts in the next 7 days their handover checklist (up to 30).
  10. Step 10Find them in SlackLooks up the person's Slack account by their email address.
  11. Step 11DM the handover checklistSends the handover checklist and a suggested out-of-office message as a direct message.
  12. Step 12Plan sentThe run history keeps the plan, the gaps and every handover message.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Fictional time-off tab: two of four support agents off the week of the 22nd; the 24th is a public holiday; minimum cover rule is 2 support agents a day.

The agent produces

Managers' Slack: 3 days under minimum cover for Support, with a suggested swap from the roster. DMs to both agents going out with a handover checklist and a suggested out-of-office message.

What you need

Everything it takes to run it.

About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Google Sheets and Slack, connected in Settings → Integrations, plus an HTTP / Custom API connection to date.nager.at (no key).
  • A time-off tab and a roster tab, and your written minimum-cover rules.

Setup, about 20 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Google Sheets. Connect the Google account that can open your time-off and roster sheets (Settings → Integrations → Google Sheets).
  3. Connect Nager.Date (HTTP / Custom API). In Settings → Integrations → HTTP / Custom API add a connection named Nager.Date: base URL https://date.nager.at, authentication “None”. It's a free public-holiday API with no key; check its terms at date.nager.at.
  4. Connect Slack. Connect the Slack workspace your team uses (Settings → Integrations → Slack).
  5. Write your cover rules. Open “Find cover gaps” and replace the placeholder with your minimums, critical roles, holiday rule and handover checklist.
  6. Pick your sheets. Open “Read the time-off sheet” and “Read the team roster” and pick the account, spreadsheet and tab for each.
  7. Set your country. Open “Get upcoming public holidays”, pick the Nager.Date connection and put your country code in the path.
  8. Pick Slack. Open “Post the plan to managers”, “Find them in Slack” and “DM the handover checklist” and pick the account (and the managers' channel).
  9. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  10. Switch the trigger on. Open the trigger, set your time zone and switch the schedule on. It runs every Monday at 7:00.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Operations and support team leads
  • Office and people managers
  • Clinics, agencies and studios with minimum staffing
  • Teams spread across holidays and shifts

What it doesn't do

  • It plans only: it doesn't approve or decline leave and doesn't edit HR systems, calendars or rotas.
  • It covers one country's national public holidays; regional holidays are only partly in the API and are mentioned, not counted.
  • It never repeats the reason for an absence and never mentions health or personal circumstances.
  • Suggestions come only from people in your roster; managers make the call.
  • It checks Monday–Friday cover only; weekend shifts aren't checked.

We list the limits up front so you can decide before you buy.

Price

$99 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Holiday & Time-Off Coverage Planner.

Will it approve or change leave?

No. It plans only: it doesn't approve or decline leave or edit HR systems, calendars or rotas. Suggested swaps come only from your roster, and managers make the call.

Which holidays does it know about?

National public holidays for one country you choose, from the free Nager.Date service (no key). Regional holidays are only partly covered and are mentioned rather than counted.

What do I need?

Google Sheets with a time-off tab and a roster tab, Slack, and your minimum-cover rules. Setup takes about 20 minutes. To run it live you need a paid plan and your own AI provider key (OpenAI, Anthropic, Google and others), added in Settings. Dry Run on sample data is free, so you can see real output before you commit.

Is it worth the price?

It's a one-time purchase that never renews. One avoided understaffed day usually justifies it.

What should the sheets look like?

Time-off tab: Name, Email, Team, Role, First day off, Last day off, Backup. Roster tab: Name, Email, Team, Role, Working days, Can back up (roles or names). Column names can vary; the agent reads them from the header row.

How are the dates worked out?

In code, never by the AI: “Check the time-off dates” keeps only absences overlapping the next 14 days, lists the Monday–Friday working days and each person's return day, and “Find who starts time off this week” picks the people who get a handover. Dates like 2026-10-14, 10/14/2026 or October 14, 2026 all work; set your time zone on the trigger. Change the windows in those two steps.

Which holidays does it know?

National public holidays for the one country you set (a two-letter code such as US, GB or DE), from the free Nager.Date API. Regional holidays are only partly covered and are mentioned rather than counted. For a second country, duplicate the holiday step and add it to the prompt.

Does it approve or change anything?

No. It suggests cover from your roster; managers decide and update calendars or HR systems themselves.

Is this a subscription?

No. Holiday & Time-Off Coverage Planner is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put Holiday & Time-Off Coverage Planner to work.

Free account, no credit card. Your Agents page opens with Holiday & Time-Off Coverage Planner ready to buy and set up, then Dry Run it before it goes live.

Get this agent See how it works