Check a time-off request and draft my answer
Minda reads a time-off request, checks the team calendar and the leave sheet, and drafts your answer for you to send. It is a ready-made task for the SI agent in Minda Super Intelligence. It runs when you start it. It works with Gmail, Google Calendar and Google Sheets.
In Minda: Tasks → New → Browse tasks → Check a time-off request and draft my answer. Minda Super Intelligence for Windows is coming soon.
- Ops
Gmail- Google Calendar
- Google Sheets
- Read the request email
- Pull out who asks, the dates, paid or unpaid,…
- Check [team calendar link] for other leave on…
- Read [leave sheet link] for the balance of the…
What you get
Reads the request It pulls out who asks, the dates, paid or unpaid and the reason, straight from the email you point it to.
Checks overlaps and balance It reads your team calendar and leave sheet, names who is already off and works out the days left.
Drafts your answer It writes an approval with the days left, or a decline with the overlap or the balance as the reason, in your voice.
Holds every change It never sends the answer, edits the sheet or touches a calendar event until you say yes.
Why use this?
Minda puts the request, the calendar and the sheet side by side and writes the answer you would give, with the reason in it. The draft waits in Gmail for you to read, change and send. Nothing is added to a calendar until you say yes.
What it does
- When
- When you start it
- Works with
- Gmail, Google Calendar, Google Sheets
- For
- Operations, Founders
- You fill in
- [email link, or the sender and subject], [team calendar link], [leave sheet link]
How it works
- WhenWhen you start itSave it as a workflow to run it daily at 9am instead
- Step 1Reads the request email
- Step 2Checks the team calendar for overlaps
- Step 3Reads the leave balance in your sheet
- Step 4Works out the days left
- Step 5Drafts your answer in Gmail
- Step 6Asks before adding it to a calendar
- ResultA draft answer, nothing added or sent
Read the request email: [email link, or the sender and subject]
Pull out who asks, the dates, paid or unpaid, and the reason
Check [team calendar link] for other leave on those days and name each person already off
Read [leave sheet link] for the balance of the person who asks, and work out the days left after this request
Draft my answer in my voice as a Gmail draft, approving it with the days left, or declining it with the overlap or the balance as the reason and another range to offer
Finish with the overlap, the balance, your recommendation, and ask me: add the leave to the calendar?
Rules it keeps
The agent follows these on every run.
Use only the dates, names and numbers in the email, the calendar and the sheet
If the balance is not in the sheet, say so
Never send the answer or edit the sheet
Never add or change a calendar event until I say yes
The full prompt
This is what the SI agent is asked to do. The parts in brackets are what you fill in.
Check a time-off request and draft my answer as the manager. Read the request email: [email link, or the sender and subject]. Pull out who asks, the dates, paid or unpaid, and the reason. Check [team calendar link] for other leave on those days and name each person already off. Read [leave sheet link] for the balance of the person who asks, and work out the days left after this request. Draft my answer in my voice as a Gmail draft, approving it with the days left, or declining it with the overlap or the balance as the reason and another range to offer. Rules: use only the dates, names and numbers in the email, the calendar and the sheet; if the balance is not in the sheet, say so; never send the answer or edit the sheet; never add or change a calendar event until I say yes. Finish with the overlap, the balance, your recommendation, and ask me: add the leave to the calendar?
Who is it for?
Team managers You answer leave requests and want the overlap and the balance checked before you reply.
Small business owners You handle time off yourself and want a clear reason ready for a yes or a no.
Operations leads You keep the leave sheet and the team calendar and want each request checked against them.
Frequently asked questions
Does it approve the request?
No. It drafts your answer as the manager and leaves the decision to you. You read the draft, change it if you like and send it yourself.
Does it add the leave to the calendar?
Not until you say yes. At the end it asks if you want the leave added, and it changes no event before that.
What if the balance is not in the sheet?
It says so in its summary instead of guessing a number. You can fix the sheet or add the figure yourself.
What do I fill in?
The request email, your team calendar link and your leave sheet link. It then reads each one and drafts the answer.
What do I get at the end?
The overlap, the balance, a recommendation and a Gmail draft of your answer, then a question about the calendar.
Run this task in the Minda app
In Minda: Tasks → New → Browse tasks → Check a time-off request and draft my answer. Minda Super Intelligence for Windows is coming soon.
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