Leave application and approval flows

Purpose

1.1 Streamline the process for staff to request leave, submit documentation, and obtain approvals.
1.2 Centralize leave records, automate notifications, prevent scheduling conflicts, and ensure policy adherence.
1.3 Reduce manual HR intervention, enable transparent tracking, and ensure up-to-date leave balances in real time.

Trigger Conditions

2.1 Staff member submits a leave request form via web portal, mobile app, email, or chat.
2.2 Receipt of leave request email, web form submission, or API endpoint trigger.
2.3 HR/admin approval or rejection submitted, or automatic escalation if no response in X hours/days.

Platform Variants

3.1 Microsoft Power Automate
• Function: Use 'When a new response is submitted' (Forms) and 'Start and wait for an approval' connectors.
• Sample: Configure Flow to capture Form ID and auto-route to designated approvers.
3.2 Google Workspace
• Feature: Google Forms + Google Sheets + Apps Script to trigger email/Slack on submission.
• Sample: Apps Script reads new rows, sends request to approver, updates spreadsheet.
3.3 Slack
• Feature: Workflow Builder to create leave request form and auto-DM manager for approval.
• Sample: Step triggers on form fill, then sends approval buttons to manager’s Slack.
3.4 Zapier
• Function: New submission from form app (Typeform/Google Forms) triggers Gmail/Slack message to manager.
• Sample: Connect Typeform “New Entry” to Gmail “Send Email”.
3.5 BambooHR
• API: POST /time_off/requests, GET /approvals
• Sample: On form submit, create request, monitor approval status via API.
3.6 Workday
• API: Human Resources/Time Off Management/Submit Time Off
• Sample: Configure integration system to receive web form, call API with leave details.
3.7 SAP SuccessFactors
• API: POST /LeaveRequest, GET /ApprovalRequests
• Sample: Use SuccessFactors Integration Center to map form inputs to LeaveRequest API.
3.8 ADP Workforce Now
• API: /leaveManagement/v1/requests
• Sample: Ingest requests via API, return approval responses, sync back to records.
3.9 ServiceNow
• Flow Designer: “Create Record” in HR Service Delivery on form submission; approval workflow auto-starts.
• Sample: Configure inbound email or API triggers.
3.10 Jira Service Management
• API: POST /rest/api/2/issue to create leave ticket, transition for each approval.
• Sample: Map form fields to Jira issue fields, assign issue to manager.
3.11 Freshservice
• API: POST /api/v2/tickets with leave request details.
• Sample: Inbound form populates ticket, auto-assigns for approval.
3.12 Asana
• API: POST /tasks to HR project, use custom fields for leave type and status.
• Sample: Configure webhook from form apps to create new task.
3.13 Trello
• API: POST /cards on leave board, label as "Pending Approval".
• Sample: New card triggers automated checklist and notifications.
3.14 Monday.com
• API: create_item in Leave Requests board, use status columns for workflow.
• Sample: Map form submissions to item creation, integrate status automation.
3.15 Notion
• API: POST /pages to Leave Management database, update property for approval status.
• Sample: Connect external form submissions to Notion database via API.
3.16 Google Chat
• Feature: App script or Chatbot receives form input, posts to group chat with approval buttons.
• Sample: Configure script to receive Google Form and post actionable card.
3.17 Teams (Microsoft)
• Power Automate triggers on Form, posts Adaptive Card to manager for approval.
• Sample: Configure 'Post adaptive card and wait for response'.
3.18 HubSpot
• Workflow Automation: Trigger on form submission, auto-notify line manager, log leave as ticket.
• Sample: Use workflow automation to control transitions.
3.19 Zoho People
• API: applyLeave, getLeaveApplications
• Sample: Scripted integration to submit leave, check approvals, auto-notify via email.
3.20 Oracle HCM Cloud
• REST API: /hcmRestApi/resources/11.13.18.05/absences
• Sample: Integrate via API for leave request creation and approval status updates.
3.21 Bitrix24
• Open Channels: auto-create leave request task, route for approval.
• Sample: Integration maps user chat to task.
3.22 Salesforce
• Flow Builder: Start flow on new leave record creation, automate approval path, send notifications.
• Sample: Use Platform Events to streamline process flow.

Benefits

4.1 Eliminates manual data entry and follow-ups.
4.2 Provides auditable history and tracking for compliance.
4.3 Speeds up approvals, reducing absenteeism impact.
4.4 Minimizes scheduling conflicts through real-time records.
4.5 Pushes automatic status updates to all stakeholders.
4.6 Improves HR efficiency and policy enforcement.
4.7 Enables multi-platform accessibility for geographically distributed teams.
4.8 Centralizes documentation and analytics for management review.