Templates for Out of Office Rules

A template is an Out of Office rule without a schedule. It holds a scope, coverers, approver coverers and a message under a name, and an integration turns it into a rule when it finds an absence in the connected calendar or plan. Open Apps > Out of Office Assistant in the Jira navigation to work with them: your own templates live on the My Templates tab, and the shared library is not a tab of its own but a picker inside an integration's Configure page.

What a template holds

Each row on My Templates carries the Template name, Type, Space/JQL, Coverers, Approver Coverer and Message, with an actions menu at the end. Type is either Personal, meaning only you can use it, or Global, meaning everyone can. Space/JQL shows the resolved space name, such as KAN / My Demo Kanban Space, or All spaces where the template is not narrowed, never a raw space ID.

My Templates, listing four personal templates and one global one. No template carries dates.

Create a template

Select Create new template on My Templates. The form opens as a full page and repeats the rule form without the schedule fields.

Choose a Template Type: Personal Template or Global Template.
Enter a Template Name. It is required, and names must be unique.
Leave Choose Template on Start from scratch, or select an existing template to fill the form from it.
Under Work Item Selection, keep Spaces and pick the spaces, or switch to JQL Work Item Filter and enter a query. The default is All spaces.
Add Coverers, then Approver Coverers with the approval field they cover, Approvers or Manager.
Write the Message Text, and tick Share this message with service desk customers if portal customers should see it.
Pick a Mention Tag option, then select Create Template.

Create Template stays disabled until the template does something. A coverer, an approver coverer or a message is enough. Ticking Show Out of Office status in work item glance only removes the scope, coverer, approver and message fields.

Add a template to an integration

On My Integrations, select Configure (the gear icon) on the integration's card, then choose Add template from library. The picker lists the templates still available to add, leaving out any already attached there, with the same columns as My Templates. Tick the ones you want and select Confirm. If none of them fits, Create template in the picker opens the creation form.

From then on, the integration creates one rule per attached template every time it detects an absence. Each rule inherits its scope, coverers, approver coverers and message from its template and takes its dates from the absence. Attach three templates and one booked absence produces three rules, not one.

Configure pages differ. Microsoft 365 (Personal) and Google Workspace (Personal) hold a single Your templates table. Slack (Personal) and Tempo Planner Integration hold one table per absence type, a Slack status or a Tempo plan item such as Vacation or Sick, each with its own Add template from library, so which rules you get depends on which one was booked. See Tempo Timesheet Integration.

Only Tempo Planner Integration carries an Enable this integration checkbox, since an administrator manages it for everyone; clearing it stops the integration checking your out of office status without detaching its templates. To stop a personal integration instead, use Disconnect on its card.

App Settings > Global Integrations lists the integrations an administrator has connected for the whole site with their status and an enable toggle; the templates belonging to one are on its Configure page, not there.

Start a rule from a template

The rule form has the same Choose Template field. Picking a template there fills in every field it defines, the approver coverer included, and the fields stay editable before you save.

The template fills the form once, at creation. Reopen that rule later and there is no template selection to change or clear, so editing a template afterwards changes nothing about rules that already exist. See Rule Configuration Guide.

Global templates

A template of your own carries Edit, Copy and Delete in its actions menu. A global template carries only Copy: Delete is greyed out and there is no edit. Only an administrator can change what a global template contains. Copy gives you a personal template prefilled from the global one and free to change, while the global template stays as it was.