Vacation/leave request workflow automation

Purpose

1. Automate end-to-end vacation/leave request handling for angler fish restaurant staff, covering submission, approval, notifications, schedule updates, and HR/payroll recording.

2. Minimize manager workload, enforce compliance, reduce approval delays, keep real-time rosters, and track leave balances.

3. Integrate with communication, scheduling, HR, and reporting systems to create a unified operational workflow.

Trigger Conditions

1. Employee submits leave through designated form/app.

2. Trigger from direct message (email, SMS, chat) with recognized leave keywords.

3. Manager/HR initiates on behalf of staff via dashboard.

4. Auto-trigger recurring leave (annual, statutory) on cycle renewal.

Platform Variants

1. Slack

• Workflow Builder/Webhook: Capture request forms, push to approval channel
  
• Sample: Configure Workflow Builder to listen for "Leave Request" form submission, invoke webhook
  

2. Microsoft Teams

• Power Automate: Listen for leave request card submission, route approval, post back status
  
• Sample: Set up Power Automate flow with "When an Adaptive Card is submitted" and Teams messaging actions
  

3. Google Workspace

• Google Forms API/Apps Script: Form intake, auto-email managers, insert to Google Sheets
  
• Sample: Forms submission triggers Apps Script → email + Sheets append
  

4. Outlook/Office 365

• Outlook Actionable Message + Power Automate: Parse request email, present approve button
  
• Sample: Actionable email triggers flow to update staff calendar, notify originator
  

5. BambooHR

• API Endpoint: POST /time-off-requests, GET status updates
  
• Sample: Ingest form data, create request via BambooHR API
  

6. Deputy

• REST API: POST /leave, GET /leave/{id}
  
• Sample: Use API to submit request, fetch approval/resolution
  

7. ADP Workforce Now

• HR API: Submit Leave Request endpoint, retrieve balances
  
• Sample: HR-integration node submits JSON for employeeID, leave dates
  

8. Zoho People

• API: timeoffrequests POST/GET
  
• Sample: Form triggers API call to create entry, updates status via webhook
  

9. Gusto

• Time Off API: POST time-off-requests
  
• Sample: Connect request form output to Gusto's time-off-request endpoint
  

10. SAP SuccessFactors

• OData API: POST CreateTimeOffRequest
  
• Sample: Use integrated connector to submit leave for staff ID
  

11. Twilio SMS

• SMS Receive Webhook: Parse “leave” keyword requests, auto-response with form link or approval prompt
  
• Sample: Twilio Function parses incoming SMS, sends reply/forward for action
  

12. DocuSign

• PowerForms/Envelope API: Populate and route e-signed leave request form
  
• Sample: Employee fills PowerForm, workflow triggers approval route
  

13. monday.com

• Automations: When form submitted, notify manager, create leave item
  
• Sample: Form integration with board update/action recipes
  

14. Trello

• Custom Integration: Card creation on Leave board, add Approvals checklist
  
• Sample: Incoming webhook creates card with leave data
  

15. Jira Service Management

• Automation: Request form → Issue, assign to manager, auto-update status on action
  
• Sample: Form maps to JSM issue type “Leave Request”, triggers approval
  

16. Zendesk

• Ticket API: New ticket for leave requests, custom workflow for approval
  
• Sample: Form/email creates ticket tagged leave, routed for action
  

17. Asana

• Forms + Rules: Form submission creates task; manager notified; auto-status update
  
• Sample: Leave form → new task in “Time Off” project, status changes on assignment
  

18. ServiceNow

• Record API: POST leave request record, process approvals
  
• Sample: Service catalog item triggers table record creation
  

19. Notion

• API: Add request to database, auto tag “Pending”, manager notified
  
• Sample: Form input → Notion page creation
  

20. Airtable

• Forms/API: Intake request, automate approval columns, email trigger
  
• Sample: Form populates table, status column triggers email integration
  

Benefits

1. Reduces manual admin effort, freeing managers for operational focus.

2. Real-time visibility of staff availability aids roster optimization.

3. Central history/log aids compliance for audits and grievance handling.

4. Instant multi-channel notifications minimize missed actions or errors.

5. Automatic leave balance checks prevent oversights and HR disputes.

6. Proactive reminders and escalations ensure timely action and minimize staffing disruptions.

7. Scalable and auditable—simple to extend for seasonal, multi-location teams.

8. Seamless integration into broader staff management and reporting frameworks.