Weekly

See who on your team is away this week

Each Monday you get a list of who is off and when, taken from your team's calendars.

Runs: Weekly
Apps: Google Calendar
AI: Not needed
Access: read (calendars shared with the user)

Send this to your assistant

Create a ClickRuntime automation: every Monday at 8am, check my team's Google Calendars for out-of-office or vacation events this week and email me who is away on which days.

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

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First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A department head at a 40-person firm needs to know who is away this week before assigning a deadline task. People mark leave in their calendars as out-of-office events or put a note like "holiday" on a shared team calendar, but there is no single list. She ends up messaging three people to check, and twice she has assigned a client deliverable to someone who was on a beach in another time zone.

Each week, ClickRuntime reads the events on each team calendar you choose, keeps those marked out of office or matching words like holiday, leave or vacation, and emails you a list of who is off and on which days. It reads calendar data only, with no AI involved.

HR teams and managers of small offices use it to plan cover.

What you get out of it

Assignments go to people who are in
Knowing who is off before you hand out work prevents the awkward reassignment on the day. Deadlines are met more often when the owner is actually around. Deadlines also stop slipping because of leave nobody mentioned.
Cover is planned in advance
Seeing absences by day shows when two people in the same role are out together. You can arrange cover or move a deadline a week before the gap, not on the morning it opens.
No chasing people for dates
The list comes from calendars that people already keep up to date. You do not need to send reminder emails asking everyone to report leave, which saves time on both sides.
Useful for planning shifts and meetings
Choosing a day for the team workshop is easier when you can see that half the team is away on Thursday. Fewer rescheduled meetings means fewer wasted invitations. Picking a good date becomes a quick glance at one list.
A simple record for HR
The weekly lists show who was reported out and when. They are not a replacement for a leave system, but they help reconcile what the calendars say with the official records.

How it works

What happens, step by step

Once a week ClickRuntime checks the Google Calendar of each person on your team.
It looks for out-of-office entries and events with words like "vacation".
You get one email listing who is away and on which dates.

Before it runs live

Connect Google Calendar

What you get

RunsWeekly

See who on your team is away this weektoday, 9:00Succeeded

Email · Who's away this weekriya@example.com: 2026-10-20 to 2026-10-22 (Out of office) alex@example.com: 2026-10-24 to 2026-10-25 (Vacation)

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

Run it at a different time, more or less often, or only on weekdays
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 Google Calendar 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.

team_absences_report.pyexample

from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from datetime import date, timedelta
from clickruntime import on_trigger, credentials, notify

TEAM = ["sam@example.com", "riya@example.com", "alex@example.com"]

@on_trigger
def run(event):
    cal = build("calendar", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    monday = date.today()
    lines = []
    for person in TEAM:
        for kind, query in (("outOfOffice", None), ("default", "vacation")):
            items = cal.events().list(calendarId=person, eventTypes=kind, q=query, singleEvents=True,
                                      timeMin=f"{monday}T00:00:00Z", timeMax=f"{monday + timedelta(days=7)}T00:00:00Z").execute()["items"]
            for e in items:
                start = e["start"].get("date") or e["start"]["dateTime"][:10]
                end = e["end"].get("date") or e["end"]["dateTime"][:10]
                lines.append(f"{person}: {start} to {end} ({e.get('summary', 'Out of office')})")
    notify.email_me("Who's away this week", "\n".join(sorted(set(lines))) or "Everyone is in this week.")
    return {"absences": len(lines)}

FAQ

Common questions

How does it recognize an absence?

It looks for events with the out-of-office event type in Google Calendar, plus events whose titles contain keywords like holiday, leave, sick or PTO. You can edit the keyword list to match how your team writes things on the calendar.

Does it need access to everyone's personal calendar?

It reads the calendars you choose, and people must have shared them with the connected account, or the absences must be on a shared team calendar. For privacy, many teams use one shared calendar for leave, so personal details stay private.

Will it show the reason for the absence?

Only if the event title says so. A person who writes Sick appears as sick, and one who writes Out shows only that. You can ask for reasons to be hidden so the list shows only dates, which is better for sensitive situations.

What permissions does it need?

read (calendars shared with the user). 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 runs (weekly). Checks that find nothing to do 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.

Hourly or daily