A user creates an issue with the following information: 

  • Field *Summary has a short description like: John Smith, annual live from 1.08.2021 to 14.08.2021
  • Field *Start Date
  • Field *Finish Date
  • Field *Number of vacation Days has the number of days the employee is absent for the leave

After pressing *Create button the issue has been created with POTENTIAL status and assigned to a “Responsible person” (in our case Automation rule assigns to an employee’s chief). The employee adds everyone who is influenced by their leave and coordinate the absence.

Then during the POTENTIAL status there is the vacation discussion. 

When every detail has been coordinated, the “Responsible person” approves the leave by pressing "Approve vacation" button.

During the transfer process an issue automatically creates for an accountant with all the necessarily information and the note that the vacation is approved.  

The issue stays with POTENTIAL status until the date from the *Start Date field.

In 7 days before *Start Date messages are sent with information that the employee is going on leave in 7 days.

When *Start Date comes the following rule runs the issue.

Everyday the rule checks if there is an issue with type=vacation and Start date=today. In the first day of the vacation the issue gets IN PROGRESS status.

When "Finish Date" comes the issue gets CLOSED status with Resolution Fixed. Information that the employee is back to work is sent.

The workflow:

For the visualization app Calendar for Jira is used.

There was created a calendar with Vacations title showing all the vacation issues.

Calendar settings (cog) → Card colors

Set coloring rules for issues in Calendar if they match the JQL query. If an issue matches several conditions the first one is used. 

For example, you can set different issue colors for different groups  (Reporter in membersOf("groupname»)) to visualize overlaps vacations in one sub department. In this case sub departments should be set as groups.