Overview
Managers who don't know their team's PTO balances can't plan for coverage during busy seasons, can't proactively encourage employees to use leave before it expires, and often get blindsided by multiple simultaneous time-off requests. Rippling's reporting module can generate PTO balance reports automatically, and combined with a Zapier schedule, these reports land in managers' inboxes every month without any manual effort — giving them the visibility to plan proactively.
Before you start
- Rippling HR plan with time-off tracking enabled
- Manager email addresses configured in Rippling
- Zapier free plan for Slack integration
Step-by-step guide (4 steps)
Build the PTO balance report in Rippling
In Rippling → Reports → Create Custom Report. Select fields: Employee Name, Department, PTO Balance (current), PTO Used (YTD), PTO Accrued (YTD), Sick Leave Balance. Filter by your manager's direct reports using a Department or Manager filter. Save the report.
Schedule the report in Rippling
In the saved report, click 'Schedule Report'. Set frequency: monthly, on the 1st of the month. Set the delivery method: email. Add the manager's email address as the recipient. Rippling will automatically generate and email the report on the 1st of each month.
Create separate scheduled reports for each department manager, filtered to their team members only. Managers should see their team's balances, not company-wide data.
Add a Slack notification alongside the email
Create a Zapier Zap: Schedule trigger (1st of month, 9 AM) → Slack action 'Send Direct Message' to the manager: 'Your team PTO balance report for [Month] is in your inbox. Review before scheduling any client-facing work in the coming weeks.'
The Slack message acts as an attention-getter. Most managers see Slack before email — the nudge ensures they actually open and review the report rather than letting it sit unread.
Set up a year-end carryover alert
Create an additional Zapier automation for November: Schedule trigger (November 1) → email to managers and HR: 'Year-end reminder: employees with PTO balances exceeding the carryover limit will lose unused leave on December 31. Please encourage your team to schedule time off.' This prevents year-end PTO rushes.
What you'll get
Managers have monthly visibility into team PTO balances for planning
Year-end PTO expiration alert prevents surprise rushes
No manual report generation — HR reclaims 1-2 hours per month
Proactive PTO management reduces employee burnout from unused leave
Common mistakes to avoid
Sending a company-wide report to all managers — they only need their team's data
Not scheduling the year-end carryover alert — managers are blindsided by December PTO surges
Only reporting balances without YTD usage data — context is important for assessment
Not alerting managers to employees with unusually high unused balances — potential burnout risk
Frequently asked questions
Do I need coding experience to set up this Rippling automation?
No coding is required. This guide walks you through everything using Rippling's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.