Absence and leave request automation

Purpose

1 Automate submission, approval, tracking, and reporting of staff leave in aquatic centres.

2 Automates notifying managers, adjusting rosters, updating HR records, syncing payroll data, and triggering shift cover workflows.

3 Enables automated leave balance checks, regulatory compliance, and instant response to unexpected absences.

4 Supports streamlined communication between lifeguard, maintenance, and administrative staff during absence automation.

Trigger Conditions

1 Staff submits leave/absence request through portal, app, web form, or chatbot—automatically triggers workflow.

2 Line manager approval or escalation automates based on pre-defined criteria, dates, and quotas.

3 Leave type, duration, and overlapping requests automate conditional checks.

4 Syncs with staff rotas—automatedly triggers shift reallocation or cover requests.

Platform Variants

1 Microsoft Power Automate

• Feature/Setting: Automate flows using “When an item is created in SharePoint” for leave request forms.
  
• Example: Schedule trigger automates approval and updates Teams/Outlook.
  

2 Slack API

• Feature/Setting: Slack Workflow Builder + slash command for automated absence submission.
  
• Example: /requestleave posts to channel, automates DM reminders.
  

3 Google Workspace (Apps Script)

• Feature/Setting: Automates reading Google Form responses for leave requests and updating Google Calendar.
  
• Example: Script triggers on new form entry, emails HR and manager.
  

4 BambooHR

• Feature/Setting: Webhooks/API automate leave request and approval sync.
  
• Example: Automates updating employee profile and sends automated notifications.
  

5 Workday

• Feature/Setting: Use Workday API to create “Absence Request” automation.
  
• Example: Automates workflow for approvals and sends automated policy warnings.
  

6 ADP Workforce Now

• Feature/Setting: Automates processing leave events via ADP API; updates payroll and accruals.
  
• Example: API integration triggers automatic timesheet adjustment.
  

7 SAP SuccessFactors

• Feature/Setting: Automator uses Integration Center for real-time leave request automation.
  
• Example: Automates posting absence to Manager’s dashboard.
  

8 Twilio SMS

• Feature/Setting: SMS webhook automates alerts about leave status and shift coverage needs.
  
• Example: Staff receives automated text when request is processed.
  

9 Zendesk

• Feature/Setting: Automated ticket creation for HR review upon leave submission.
  
• Example: API automates ticket status updates for leave lifecycle.
  

10 ServiceNow

• Feature/Setting: Use Flow Designer to automate absence request intake and manager assignment.
  
• Example: Workflow automation triggers incident/task for coverage.
  

11 Jira Service Management

• Feature/Setting: Automates issue creation for leave approvals, tracks status with custom fields.
  
• Example: Automated rules move ticket based on approval.
  

12 Asana

• Feature/Setting: Asana API automates project task assignment for cover shifts.
  
• Example: Automator triggers “Find Cover” automation for vacant shifts.
  

13 Zoho People

• Feature/Setting: Zoho People API automates leave request logging, notifying Managers.
  
• Example: Automated workflow deducts time from leave balance.
  

14 Monday.com

• Feature/Setting: Automates leave requests by integrating board updates via Monday API.
  
• Example: Automator sends HR notifications and calendar updates.
  

15 Rippling

• Feature/Setting: Workflow automator APIs automate leave approval syncing with payroll.
  
• Example: Automated employee status flag for “On Leave.”
  

16 Freshservice

• Feature/Setting: Automates ticket generation and escalation for leave management using workflow automations.
  
• Example: Automatedly updates HR dashboard.
  

17 DocuSign

• Feature/Setting: Automated template for leave approvals requiring e-signature; webhook for tracking status.
  
• Example: Sends automated reminders for pending signatures.
  

18 Gusto

• Feature/Setting: API triggers payroll automation when leave is approved.
  
• Example: Automated adjustment for PTO balance.
  

19 Bamboo Calendar Integration

• Feature/Setting: Automator syncs approved leave to shared team calendars.
  
• Example: Automated event creation on confirmation.
  

20 HubSpot

• Feature/Setting: Workflows automate leave request tracking as tickets, reminders to managers.
  
• Example: Automated email sequence triggers on leave events.
  

Benefits

1 Automatedly reduces manual errors in leave management and schedule conflicts.

2 Automates the visibility of staff availability and supports real-time shift adjustment.

3 Enables compliance through automated documentation and audit trails.

4 Accelerates decision-making with instant automated notifications and escalations.

5 Automates data-driven HR insights for strategic staff planning and budget control.