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How-to

Automate out of office (OOO) notifications

Last updated June 7, 2025 · Tushar Agarwal

📤 Automate out of office (OOO) replies with HRStop

Managing Out of Office (OOO) messages manually for multiple leave requests can be time-consuming. To simplify this, HRStop offers an automated OOO feature that triggers replies based on approved leaves—saving time and ensuring consistent communication during employee absences.

🔗 Access OOO automation settings
To get started, visit:
👉 https://yourcompanydomain.com/ControlPanel/Settings/ManageOutOfOffice
(Replace yourcompanydomain.com with your actual company domain, e.g., abc.hrstop.com)

⚙️ How to enable automated OOO replies

  1. Enable the setting
    Tick the checkbox:
    “Set out of office for an employee whenever leave is approved and the following conditions are met.”
  2. Configure leave type & duration
    • Select the applicable Leave Types (e.g., Sick Leave, Vacation).
    • Set the Duration (More Than) field—for example, apply only if the leave is longer than 2 days.
  3. Customize the OOO message
    • Enter a default OOO message, including alternate contact info, return date, etc.
  4. Save the settings
    Click Save to activate the automation.
  5. Integration
    Once configured, you can connect this with Google Workspace or Microsoft Office for OOO message sync.

🛠️ Steps to set up integration

  1. Log in to the HRStop Admin Panel Begin by logging in to your HRStop account with admin privileges.
  2. Navigate to Integrations Go to
    Control Panel → Settings → Integrations
  3. Connect to your platform Under the Integrations section, you’ll see options for supported platforms.
    Click the Connect button next to the platform (e.g., Google Workspace or Microsoft Office) that you wish to integrate.
  4. Authorize access You are redirected to the selected platform’s login page to authorize the integration.
    Log in with the respective credentials and grant permission when prompted.
  5. Confirmation Once the connection succeeds, the status is updated in HRStop, confirming the integration.

✅ Key benefits

  • Consistency – Ensures all approved leaves have a standardized OOO reply.
  • Efficiency – Saves HR/IT the time spent setting manual messages.
  • Clear communication – Keeps stakeholders informed during employee absences.