Automate leave request approvals

Purpose

1.1 Automate the end-to-end handling of staff leave requests, ensuring all requests are routed, tracked, and approved or rejected efficiently.
1.2 Automates data capture, notifies approvers, updates HR systems, and synchronizes leave balance across payroll, rostering, and internal communication platforms.
1.3 Automator covers compliance, escalations for overdue approvals, and automated archiving of leave records for audit trail.

Trigger Conditions

2.1 Employee submits a digital leave request form via portal, mobile app, or email.
2.2 Manager or HR receives automated notification for pending approval.
2.3 Secondary trigger on inactivity, escalating to next-level management after a set SLA.
2.4 Automated triggers on leave request status changes, synchronizing with timesheets and calendars.

Platform Variants

3.1 Microsoft Power Automate
• Feature: “Automated cloud flow”
• Setting: Trigger on Microsoft Forms submit; action: Send Approvals request; update SharePoint HR list.

3.2 Google Workspace Apps Script
• Feature: “onFormSubmit”
• Setting: Automate Google Forms response, notify via Gmail, update Google Sheet, calendar integration.

3.3 Slack
• Feature: Slack Workflow Builder
• Setting: Automate leave request submission, route approval via workflow steps, notifications via direct messages.

3.4 Zapier
• Feature: Zap
• Setting: Automate triggers from form tools (Typeform, Jotform) to HR apps (BambooHR), Gmail notifications.

3.5 BambooHR
• API: “Time Off Requests” endpoint
• Setting: Automate POST/GET leave requests, approvals, leave balance sync.

3.6 SAP SuccessFactors
• API: “EmployeeTimeManagement”
• Setting: Automated creation, approval, and escalation via OData API.

3.7 Workday
• API: “Time Off & Absence”
• Setting: Automate leave requests, manager approval tasks, calendar update.

3.8 Jira Service Management
• Feature: “Automation rules”
• Setting: Automate request submission, status transitions, escalations.

3.9 ServiceNow
• Feature: “Flow Designer”
• Setting: Automate leave catalogue items, manager task assignments, notifications, and SLA alerts.

3.10 Monday.com
• Feature: “Automations”
• Setting: Automate board item creation, dynamic column status updates, manager notifications.

3.11 Asana
• Feature: “Rules”
• Setting: Automates leave task assignment, completion reminder.

3.12 Trello
• Feature: “Butler Automation”
• Setting: Card creation for requests, automated moving to approval lists, notifications.

3.13 Salesforce
• Feature: “Flow Builder”
• Setting: Automate record creation, approval, and email task via workflow.

3.14 Zoho People
• API: “Leave API”
• Setting: Automate leave applications, approval status, and data sync.

3.15 ADP
• API: “Time Off v2 API”
• Setting: Automate request posting, balance check, approval flow.

3.16 Gusto
• Feature: “Time Off Automation”
• Setting: Automate leave entry, manager notification, and payroll sync.

3.17 Freshteam
• API: “Leave Automation API”
• Setting: Automate leave workflow steps, manager alerts, reporting.

3.18 ClickUp
• Feature: “Automations”
• Setting: Automate task creation for each leave request, custom fields for status.

3.19 Oracle HCM Cloud
• API: “Absence Management”
• Setting: Automate event triggers for submission, approval, escalation, data sync.

3.20 HubSpot
• Feature: “Custom Workflows”
• Setting: Automated notification and ticket creation for leave requests.

3.21 Email (SMTP/IMAP)
• Feature: Automated email parsing
• Setting: Automates detection of leave requests, assignment to HR queue, notification automation.

3.22 Twilio
• API: “Programmable SMS”
• Setting: Automate SMS notifications on request status to employees and approvers.

3.23 SFTP/CSV Integration
• Feature: Automated file upload
• Setting: Automating HR data sync or backup of approved leave records to secure servers.

3.24 DocuSign
• API: “eSignature Workflow”
• Setting: Automator for leave request document signature flow and status tracking.

Benefits

4.1 Automates repetitive HR tasks, removing manual intervention and reducing errors.
4.2 Speeds up leave approval cycles via automated reminders and escalations.
4.3 Consolidates leave data, automating sync to payroll and planning tools.
4.4 Ensures compliance, enables automated audits, and stores complete records.
4.5 Automator enhances employee experience via fast, automated communication on leave status.
4.6 Automation savings in admin time and improved HR responsiveness.