Automated leave request approvals for staff

Purpose

1.1. Automate school board staff leave request approval, reducing manual intervention and eliminating approval delays.
1.2. Centralize leave request submission, routing, approval, record-keeping, notifying stakeholders, and policy compliance.
1.3. Enable automating leave records, monitor leave balances, and generate automated reports for HR compliance.
1.4. Integrate automated notifications to staff, supervisors, payroll, and relevant administrators for instant updates.
1.5. Minimize errors, ensure audit readiness, and enforce leave regulations with a robust automation workflow.

Trigger Conditions

2.1. Staff member submits digital leave request via web/mobile form.
2.2. HR or management receives notification of new request for approval via automated email/slack/notification.
2.3. Automated escalation if not actioned within a predefined timeframe.
2.4. Leave balances and schedules are automatically validated before approval.
2.5. Automatic update of HRIS and calendar on approval/denial.

Platform Variants (with features/settings and configuration samples)

3.1. Microsoft Power Automate
– Feature: "Create automated flow" with SharePoint Form trigger; connect to Outlook for email steps.
– Sample: Trigger: "When a new item is added" (SharePoint), Action: "Send approval email" (Outlook).
3.2. Google Workspace (Apps Script)
– Feature: "On Form Submit" trigger automates email/send to Google Sheets.
– Sample: Script to auto-email approver and update sheet.
3.3. Zapier
– Feature: "Zap" starting at Google Forms, branching to Gmail, Slack, Google Calendar.
– Sample: New form triggers "Send email," “Update calendar”.
3.4. Workato
– Feature: Recipe using HR system API to automate approval chain and notifications.
– Sample: HR software "New request" triggers, Slack/Email step follows.
3.5. BambooHR
– API: POST /time_off/request, GET /time_off/requests for automating submission and status checks.
– Sample: Automate requests, status update to user via automated workflow.
3.6. ServiceNow
– Feature: Flow Designer for automating leave request process in HR Service Delivery.
– Sample: “When record created - Leave Request”, action “Approve/Reject Notification Email”.
3.7. SAP SuccessFactors
– Feature: Workflow automation editor, connectors for email, approvals, HRIS updates.
– Sample: “Create Leave Request” triggers “Manager Approval” and “HR Notification”.
3.8. Jira Service Management
– API: Automate ticket creation and transition for leave requests via Jira Automation Rules.
– Sample: “Issue Created” triggers “Send for Approval”, “Auto-Update Status”.
3.9. Slack
– App: Workflow Builder to automate leave request submissions and routing in channels.
– Sample: Trigger “Button click - Request Leave”, Action “Post to Approvals Channel”.
3.10. Monday.com
– Feature: Automation recipes to move items/notify when status changes for leave request board.
– Sample: “Status Change” triggers “Notify Manager”.
3.11. Asana
– API: Automate task creation and movement for leave request workflow.
– Sample: “Form Submission” triggers new task, automated assignment to approver.
3.12. Trello
– Power Up: Automation on card creation for leave requests, moving cards, sending automated reminders.
– Sample: “Card with ‘Leave’ label created” triggers “Send message”.
3.13. DocuSign
– Feature: Template for automated approval process with e-signature for formal requests.
– Sample: “Envelope created” triggers “Send to Approver”.
3.14. Freshservice
– Workflow Automator to automate support ticket approvals for leave management.
– Sample: “New Request” triggers “Automated Email to Manager”.
3.15. Zoho People
– API: Automate leave application and status change, with webhook/notification for approvals.
– Sample: POST /leaveapplications triggers notification workflow.
3.16. Smartsheet
– Feature: Automated workflows for leave approval via change in sheet row status.
– Sample: “Row added/changed” triggers “Request Approval Workflow”.
3.17. Kissflow
– Workflow automation to manage, route, and approve leave requests.
– Sample: “Leave Application Form” triggers “Auto Approval Chain”.
3.18. Oracle Cloud HCM
– Feature: Approval Workflow engine to automate all leave HR processes.
– Sample: “Absence Request Submitted” triggers “Approval Task”.
3.19. AWS Lambda
– Trigger: Webhook/API event executes Lambda function for automating custom leave process logic.
– Sample: Lambda triggered by API Gateway “NewLeaveRequest” POST.
3.20. Twilio
– Feature: Automate SMS notifications of leave status using Programmable SMS API.
– Sample: “Leave Approved” triggers “Send SMS”.
3.21. Quick Base
– Feature: Pipelines automate leave approval routing, updates, notifications.
– Sample: “Request Submitted” triggers “Notify Manager”.
3.22. Salesforce
– Process Builder or Flow to automate approval route, manager notifications, HRIS update.
– Sample: “New Leave Request” record triggers “Submit for Approval Flow”.

Benefits

4.1. Automates time-consuming manual approval steps for efficiency and accuracy.
4.2. Automated notifications ensure timely responses and decision visibility.
4.3. Reduced errors by automating validation and data entry.
4.4. Ensures compliance by automatedly enforcing policies and leave rules.
4.5. Enhances staff satisfaction with quick, seamless automating of leave requests.
4.6. Auditable automated logs for every action in the approval process.
4.7. Automates integration with payroll, calendars, and HRIS, eliminating redundant work.