How do I set the Maximum Users Away automation?

While everyone needs to take a leave, we also need to make sure that the number of vacations taken at the same time isn't too high in order to ensure seamless coverage for tasks.

With that in mind, we've introduced a feature that allows you to set a limit to the number of Users that can simultaneously take a leave, so you're always covered.

Here's what you have to do in order to set up this automation:

1.  Log in to the vacation tracker account using app.vacationtracker.io/signin 
2. On the left-hand side click on Workspace Settings > Automations.
3. Click on “Maximum Users Away”. You'll need to ensure that it is activated before you start using it. 

In case you haven’t subscribed to the Maximum Users Away automation yet, go to Discover more automations and select Maximum Users Away there

4. Click on Create policy in the top-right corner

5. Fill in the options.

• Name - Enter the policy name
• Period - Select what time period the policy covers
• Recur annually - Choose if the policy will be applied in the following years as well
• Limit by - You can select if you'll limit the number of Users away by percentage or a number (for example, if you have 4 Users, in order to limit the maximum to 2 Users away, you can enter 50% or 2 Users)
• Auto-reject response - Enter a message that the Users will receive when the leave requests exceed the limit (this field is automatically filled but you can edit the message)

7. Choose who this policy applies to

• Apply to all Users - If you select No, you'll be able to filter the Users in order to apply the automation to a specific department, location or label
• Filter by - Choose which locations, departments and labels this applies to (you can select multiple options)
• Leave Types - You have an option to select the leave types this will be applied to (for example, you might want to limit Vacations, but allow Users to take Sick Days if necessary)

Once everything is set, you'll see a summary of the automation you created at the bottom. If you're happy with how everything looks, click on Save.

After you've created your first policy, you'll be able to review them by opening Automations > Maximum Users Away. You can deactivate or delete the policy there, with an option to edit the details being available if you click on the policy name.

| To learn about other automations we offer, please take a look at this Helpdesk article: Guide: What Automations does Vacation Tracker offer?