Time-off request automation

Purpose

1. Streamline and automate the process for staff to submit, track, and manage time-off requests within adoption agencies.

2. Reduce manual paperwork and approval delays for caseworkers, coordinators, and administrative staff.

3. Ensure optimal staffing coverage, eliminate conflicts, and uphold compliance with family services regulations.

4. Provide a centralized archive of time-off records for audits, reporting, and HR analytics.

Trigger Conditions

1. Employee submits a time-off request form (web, email, or portal).

2. Approval/rejection action by supervisor or HR.

3. Requested dates overlap with existing team absences.

4. Automated reminders if approval does not occur after a set time period.

5. Update or revocation of an existing time-off request.

Platform Variants

1. Microsoft Power Automate (Flow)

• Feature/Setting: Configure "When a new form response is submitted" trigger for Microsoft Forms; use "Start and wait for an approval" action.
  

2. Google Workspace (Apps Script)

• Feature/Setting: Use Google Forms submission trigger; Apps Script to send email to supervisor and update Google Sheet.
  

3. Slack

• Feature/Setting: Use Workflow Builder with "Form submission"; post to manager, trigger approval buttons, and record results in Slack channel.
  

4. ServiceNow

• Feature/Setting: Configure "Request Item Created" trigger; use Approval Workflow for HR case/request item.
  

5. BambooHR

• Feature/Setting: Use BambooHR API endpoint `/time_off/requests` POST for creating requests; webhook for approval updates.
  

6. SAP SuccessFactors

• Feature/Setting: Configure workflow using "Leave of Absence" employee central API; trigger alerts to managers via SuccessFactors Workflows.
  

7. Zoho People

• Feature/Setting: Enable "Leave Application" API; automate status change and notifications via Zoho Flow webhook.
  

8. Workday

• Feature/Setting: Use Workday REST API `/time_off_requests` POST to initiate; Approval Step through Workday Business Process Framework.
  

9. Salesforce

• Feature/Setting: Use Salesforce Flow with "Platform Event" for time-off requests; trigger approval process for supervisors.
  

10. Trello

• Feature/Setting: Use "Card created" on board labeled "Time-Off Requests"; Butler Automation to assign approvals.
  

11. Asana

• Feature/Setting: Use "Task created" API in ‘Time-Off’ project; trigger custom fields and multi-level approval sections.
  

12. Jira Service Management

• Feature/Setting: "Request created" trigger in HR Service Desk project; Automation rule to assign to HR, send notifications.
  

13. Atlassian Confluence

• Feature/Setting: Configure "Form Submission" Macro; trigger workflow for approval and archive.
  

14. Zendesk

• Feature/Setting: "New ticket" with type ‘Time-off’; trigger automation for approval assignments.
  

15. Monday.com

• Feature/Setting: "Form submitted" trigger on a Board; automation recipes for status changes and manager notifications.
  

16. Freshservice

• Feature/Setting: "Service Catalog - Time Off" request type; approval workflow via agent rules.
  

17. Lever

• Feature/Setting: Use Lever API to submit and track time-off requests as internal notes; trigger notifications.
  

18. Gusto

• Feature/Setting: "Time Off Request" API endpoint; webhook to HR Manager for action.
  

19. QuickBooks Time (formerly TSheets)

• Feature/Setting: Use "Time Off Request" POST API and approval webhook for managers.
  

20. ADP Workforce Now

• Feature/Setting: Configure "Time Off Request" XML API; set approval and balance checks via integration manager.
  

21. Okta Workflows

• Feature/Setting: Trigger on Form submission; automate manager alert and HR audit trail via Okta integrations.
  

22. DocuSign

• Feature/Setting: Use DocuSign PowerForm for request template; set receiving workflow and signed document archive.
  

23. Smartsheet

• Feature/Setting: Form submission to Smartsheet grid; Automation to request approval from set contacts.
  

24. HubSpot

• Feature/Setting: Form submission triggers workflow; automated emails and CRM-based reminders.
  

Benefits

1. Faster processing and real-time tracking of time-off for all staff roles.

2. Automatic audit trail of approvals, denials, and request changes.

3. Conflict-free scheduling to ensure core staffing for family services.

4. Insightful dashboards for HR, supervisors, and compliance audits.

5. Reduced administrative errors and time spent on manual tracking.

6. Enhanced employee experience and transparency in request handling.