Every 15 minutes

Get an email for every new time-off request

You hear about each leave request within 15 minutes, so you can approve it or plan cover.

Runs: Every 15 minutes
Apps: BambooHR
AI: Not needed
Access: read

Send this to your assistant

Create a ClickRuntime automation: check BambooHR every 15 minutes for new time-off requests and email me the person, the dates and the leave type.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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Why use it

Why teams use this automation

A team manager approves time off in BambooHR, but only when they remember to check. Requests sit in the system for days because there is no obvious signal that one has arrived, especially when the manager is on the road or in meetings. Employees wait to book flights, a request for a long weekend is answered the Friday before, and conflicts such as two key people being away at the same time are discovered too late to resolve.

Every 15 minutes, ClickRuntime lists time off requests in BambooHR that have the status requested and have not yet been reported. It emails the manager with who is asking, the dates and the type of leave, and saves the request IDs so each request is announced once.

Small businesses where one person approves all leave find it removes the habit of checking by hand. Owners who approve everything personally gain the most.

What you get out of it

Employees get answers sooner
A request reaching the manager's inbox within minutes leads to a decision the same day. People can book travel confidently, which improves morale and trust. People book flights and plans with confidence, which helps morale.
Clashes are caught while they can be fixed
Seeing the dates in the email lets the manager notice that two teammates asked for the same week. A quick conversation can solve it before holidays are confirmed. One conversation early solves what a rushed week cannot.
Requests do not sit forgotten in the system
A pending request is an easy thing to lose track of during a busy month. An email in the inbox stays visible until it is dealt with. Pending items stay visible until someone decides.
Approvers can act from anywhere
Reading the details in an email on a phone means decisions do not wait until the manager is back at a desk. Leave is handled between meetings and travel. Decisions fit between meetings and travel.
Fair treatment is easier to show
When every request is acknowledged promptly and the timing is recorded, no employee can feel ignored. That matters in teams where leave is a sensitive topic. Prompt replies show every employee they are taken seriously.

How it works

What happens, step by step

Every 15 minutes, ClickRuntime checks BambooHR for time-off requests waiting for approval.
It skips any request it has already told you about.
For each new one, you get an email with who asked, the type of leave, the dates and the number of days.

Before it runs live

Connect BambooHR

What you get

RunsEvery 15 minutes

Get an email for every new time-off requesttoday, 9:00Succeeded

Email · Time-off request: Maya LopezMaya Lopez asked for Vacation: 2026-11-03 to 2026-11-07 (5 days).

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other BambooHR steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

new_time_off_request_alert.pyexample

from datetime import date, timedelta
from clickruntime import on_trigger, credentials, http, state, notify, report_fetched

COMPANY = "northwind"

def bamboo(path, **params):
    resp = http.get(f"https://api.bamboohr.com/api/gateway.php/{COMPANY}/v1/{path}",
                    auth=(credentials.secret("BAMBOOHR_API_KEY"), "x"),
                    headers={"Accept": "application/json"}, params=params)
    resp.raise_for_status()
    return resp.json()

@on_trigger
def run(event):
    requests = bamboo("time_off/requests/", status="requested",
                      start=str(date.today() - timedelta(days=30)), end=str(date.today() + timedelta(days=365)))
    seen = set(state.get("seen") or [])
    new = [r for r in requests if r["id"] not in seen]
    report_fetched(len(new))
    if not new:
        return {"summary": "Nothing new"}
    for r in new:
        notify.email_me(f"Time-off request: {r['name']}",
                        f"{r['name']} asked for {r['type']['name']}: {r['start']} to {r['end']} "
                        f"({r['amount']['amount']} {r['amount']['unit']}).")
    state.set("seen", sorted(seen | {r["id"] for r in new})[-1000:])
    return {"new": len(new)}

FAQ

Common questions

Does the email include the reason for leave?

It includes the type of leave, such as vacation or sick, along with the dates and the amount requested. Notes that the employee adds are available in BambooHR, and you can choose whether to show them in the email or leave them out.

Can it notify the right manager per employee?

Yes. BambooHR knows each employee's supervisor, so the email can be addressed to that person rather than one fixed address. This suits larger teams, where each manager only wants to hear about their own reports.

Will approved or denied requests also trigger an email?

No. Only requests with the status requested are reported, and IDs are remembered so the same request is not repeated. Once someone decides, the request is no longer pending and will not appear in later checks.

What permissions does it need?

read. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run each time it checks. Checks that find nothing new and stop right away aren't counted.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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