Vacation and leave request approval workflows

Purpose

1.1. The automated vacation and leave request approval workflow streamlines the entire leave management lifecycle for engineers.
1.2. Eliminates manual submission, speeds approvals, tracks balances, maintains compliance, and automates notifications to HR, managers, and employees.
1.3. Automates the aggregation of leave data, report generation, calendar syncs, and escalations, creating a seamless process for professional services in engineering.
1.4. Ensures that vacation requests never get lost, remain auditable, and can be processed automatically, reducing administrative overhead.
1.5. Automates policy compliance and helps in forecasting resource availability.

Trigger Conditions

2.1. Submission of a leave or vacation request form by an engineer via digital interface or email.
2.2. Leave request entry in HRIS platforms or project management tools triggers automation.
2.3. Detection of employee absence requests in connected communication channels (Slack, Teams, etc.).
2.4. Pre-configured leave quota or policy breach detected.
2.5. Periodic batch import of pending requests from legacy software.

Platform Variants (with Features/Settings and Sample Configurations):

3.1. Microsoft Power Automate
• Feature: “When a new Form Response is submitted” (Microsoft Forms).
• Sample: Configure a flow to start on form submission, automates routing to manager for approval.
3.2. Slack
• Feature: Slash commands and Workflow Builder.
• Sample: `/request-leave` triggers automated request collection and approval notifications.
3.3. BambooHR
• API: `POST /time_off/requests` and `GET /time_off/requests`.
• Sample: Automates new request submission via API and status checks.
3.4. SAP SuccessFactors
• API: “Leave Requests API.”
• Sample: Automated HR workflow via API events and integration for approvals.
3.5. Google Workspace (Apps Script/Calendar API)
• Feature: Apps Script triggers on form; Calendar API `events.insert`.
• Sample: Automates vacation calendar entry when request is approved.
3.6. Jira Service Management
• Feature: Issue creation automation rules.
• Sample: Automates ticket creation and escalates for unapproved requests.
3.7. Workday
• API: “Time Off” endpoints.
• Sample: Automates reading/creating leave entries and approval status change.
3.8. Zoho People
• API: “Leave Requests.”
• Sample: Automates leave request creation, updates, approvals.
3.9. SharePoint
• Feature: List item event triggers.
• Sample: Leave request list automates alert and approval flows.
3.10. ServiceNow
• API: “HR Service Delivery APIs.”
• Sample: Automated queueing and notification of leave requests.
3.11. Google Chat
• Feature: Bots + Webhooks.
• Sample: Automator bot notifies managers of new requests for automated feedback.
3.12. Trello
• Feature: Automated card creation.
• Sample: Leave request card auto-created and routed for review.
3.13. Asana
• API: Automated task creation and custom fields.
• Sample: Automates new leave task for approval chain.
3.14. Zapier
• “New form submission” triggers; connect to HR tools.
• Sample: Automates multi-step sequence from request to approval log.
3.15. DocuSign
• API: Envelope creation for approval signatures.
• Sample: Automates document circulation and acknowledgment.
3.16. Microsoft Teams
• Feature: Adaptive Cards workflow.
• Sample: Automated card posted in Teams for approval with buttons.
3.17. Monday.com
• Feature: Board automation recipes.
• Sample: Auto-create items for request and approval notification.
3.18. Freshservice
• Feature: Workflow Automator.
• Sample: Automates HR tickets for vacation approval.
3.19. ADP Workforce Now
• API: “Time Off” endpoints for automation.
• Sample: Automatedly submit/track/notify all leave entries.
3.20. HubSpot
• Feature: Custom workflows and forms.
• Sample: Automates HR pipeline stage movement for leave requests.
3.21. GitHub
• Feature: Actions (e.g., request issue created).
• Sample: Automates approval labels and comments for leave requests.
3.22. Okta
• Feature: Workflows for HR triggers.
• Sample: Automated access permission changes based on leave status.

Benefits

4.1. Automates manual HR processes, reduces error, and saves administration time.
4.2. Enforces compliance with leave policies by automation, eliminating oversights.
4.3. Ensures fast, auditable, and consistent handling of every leave request.
4.4. Automating notifications and escalations accelerates approvals and boosts transparency.
4.5. Resource planning improves due to automated visibility into staff availability.
4.6. Enhances employee satisfaction and engagement by delivering fast and clear automated status updates.