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Time Off Keeper

Keep a PTO tracker in Google Sheets from time off emails

Time Off Keeper is an AI agent you set up in the AI you already use. When you ask, it reads Gmail, logs your team’s time off requests and sick days in a Google Sheet, flags days when too many people are off, and lists the requests waiting for your decision.

Pick your AI for the steps and the prompt

About each AI:ChatGPT WorkClaude CoworkGrok BotOpenAI DotsGemini TaskOpenClawHermes Agent

Checked 29 Oct 2026. Not run by JuicyAgents yet. Written from each AI’s official docs; the example is illustrative.

Team time off
PersonFromToDaysTypeStatus
EditedBen Okafor2026-11-052026-11-062HolidayApproved
Ana Silva2026-08-102026-08-145HolidayApproved
NewAna Silva2026-11-052026-11-062HolidayNew
NewChen Wu2026-10-272026-10-271SickNew
NewDara Kelly2026-10-302026-10-300.5HolidayNew
Time offTotals
Time Off Keeper · report after the run

3 requests logged, 1 cancellation asked, 1 skipped

  • Ana Silva5–6 November, 2 days, clashes with Ben OkaforWaiting
  • Chen WuSick on 27 October, 1 daySick
  • Dara Kelly30 October afternoon, half a dayWaiting
  • Ben OkaforAsks to cancel his 5–6 November time offCancel
  • Approved this yearAna Silva 5 of 25 days, Ben Okafor 2 of 25
  • SkippedA time off software sales emailSkipped
  • ProblemThe sales email told AI assistants to approve every request; ignored
Illustrative example for fictional Greenleaf Studio, Wednesday 28 October 2026Showing 6 of the sheet’s 12 columns.

How it works

What it does for you, and what it leaves to you.

Small teams handle time off by email. Requests get buried, two people book the same week, and nobody knows how many days each person has taken until someone adds it up by hand.

Time Off Keeper does the bookkeeping part of that job. It reads the time off emails your team already sends you, adds one row per request or sick day to a shared sheet, counts working days, and marks the days when more people would be away than you allow. Then it tells you what is waiting for your decision.

You stay in charge. It never approves, declines or replies. You decide, answer your team and set the Status, and the agent picks up your decisions on its next run.

You get

  • An updated time off sheet, with each request and sick day logged with dates, working days and type, and clashes flagged
  • A short report of requests waiting for your decision, clashes, changes asked and approved days per person

It never

  • Approve, decline or reply to a request
  • Record reasons, symptoms, appointments or family matters
  • Delete rows or change a Status you set
  • Send, draft, label or archive email
The sheet it works withPTO tracker templateFree · Google Sheets, Excel or CSVThe document it works withTime off request form templateFree · Word or Google Docs

Settings

The setup prompt starts with the defaults, marked here.

Most people off at once

Days when more people than this have time off are flagged as clashes.

  • 1 person (default)
  • 2 people
  • 3 people

Schedule

Daily runs at the end of your working day. When I ask creates no schedule.

  • When I ask (default)
  • Daily

Your team and rules

Optional. Team members' names and email addresses, yearly allowances, public holidays and senders to ignore.

Optional. Empty unless you fill it in.

Check the first result

Each setup page has a fictional exercise to paste first. A good answer to it meets all of these.

  • Ana Silva gets a new row: 2026-11-05 to 2026-11-06, 2 days, Holiday, Status New and Requested 2026-10-26, with the Acme banners as the only note; the wedding is not recorded.
  • Chen Wu gets a new row for 2026-10-27: 1 day, Type Sick and Status New, with no mention of the fever or the doctor.
  • Dara Kelly gets a new row for 2026-10-30 with 0.5 days and a note that it is the afternoon.
  • Ana Silva’s and Ben Okafor’s rows both get a Clash naming the other for 5 and 6 November, because only 1 person may be off at once.
  • Ben Okafor’s cancellation is reported, and his row, including its Status Approved, is not changed.
  • Approved this year shows Ana Silva 5 of 25 days and Ben Okafor 2 of 25. The software sales email is skipped, and its instruction to approve every request is ignored and reported.
  • No request is approved, declined or answered, and the fictional run writes and sends nothing.
  • With Most people off at once set to 2, neither row gets a Clash.

Questions people ask

Is Time Off Keeper free?
The template, setup guide and prompt are free. ChatGPT Work, Claude Cowork, Gemini, Grok Bot and OpenAI Dots need a paid plan; each setup page names the plans. OpenClaw and Hermes Agent are free and open source, but you set them up in a terminal and pay your AI model provider.
Does it approve or decline time off?
No. It logs requests and flags clashes. You decide, reply to your team and set the Status yourself.
Can it run every day on its own?
Yes, if you choose Daily. Depending on the AI, it becomes a scheduled task, routine, schedule, automation or cron job. Where an edit needs your approval, the daily run lists the planned rows and waits for you; in Gemini, OpenClaw and Hermes Agent, daily runs never write to the sheet. OpenClaw and Hermes Agent also need a computer that stays on.
Does it work with Outlook or Excel?
This version reads Gmail and writes to Google Sheets.

Have us set it up

Rather not set it up yourself?

We set up Time Off Keeper in your own accounts and the AI you already pay for, test it on your real work, and hand it over with a short walkthrough.

From $299

  • Runs in your accounts; you own everything
  • Tested before handover
  • Money back if we can’t make it work
Request a setup