storybuilds

Take My Meeting - PTO Coverage Workflow

Overview

This workflow allows team members to request coverage for meetings while they're on PTO. It automatically:

• Pulls calendar events during selected PTO dates
• Identifies available team members in the same timezone
• Posts a Slack message with claim buttons for each meeting
• Updates messages in real time when meetings are claimed
• Records who took what, when, and from whom

Setup Instructions

1. Required Credentials

• Slack Bot Token: Create a Slack app with the following scopes:
  • channels:read, groups:read, im:read, mpim:read
  • users.profile:read
  • users:read.email
  • chat:write
• Google Calendar API: Create credentials with https://www.googleapis.com/auth/calendar.readonly scope

2. Record Types

Create two record types in Tines:

Team Members Record Type

Fields:

• real_name (Text)
• email (Text)
• user_id (Text)
• dm_id (Text)
• Location Area (Text)

PTO Meeting Record Type

Fields:

• meeting_id (Text)
• record_type (Text)
• action_id (Text)
• slack_channel_id (Text)
• slack_message_ts (Text)
• submitter_email (Text)
• status (Text)
• meeting_details_title (Text)
• meeting_details_date (Timestamp)
• meeting_details_calendar_event_URL (Text)
• posted_at (Text)
• claimed_by (Text)
• claimed_at_ts (Text)
• reminders_count (Number)
• last_reminder_at (Text)
• submitter_location (Text)
• submitter_time_off (Text)
• run_id (Text)
• meeting_details_vitally (Text)
• meeting_details_description (Text)
• message_url (Text)

3. Slack Channels

• Create a channel for PTO coverage requests
• Note the channel ID for configuration

4. Workflow Configuration

Replace the following placeholders in the workflow:

• All credential references (CREDENTIAL.your_*)
• Channel IDs (YOUR_*_CHANNEL_ID)
• Webhook path and secret
• Record type IDs
• Record field IDs

5. Customization

• Update form text and messaging to match your organization's terminology
• Customize timezone groupings in the workflow if needed
• Update any references to "Team Member" to match your organization's role names