Vacation request and approval workflow

Purpose

1.1. Automate the end-to-end vacation request and approval workflow for Koshari restaurant staff.
1.2. Enable digital submission, routing, and recording of all leave requests for HR compliance and efficient scheduling.
1.3. Automate notifications, staff calendar updates, and management approvals to minimize delays and manual intervention.
1.4. Integrate approvals, record-keeping, and conflict checks into a seamless automatable workflow, ensuring staff coverage and operational consistency.
1.5. Create an audit trail of requests and responses for streamlined HR processes and automating future annual leave forecasts.

Trigger Conditions

2.1. Staff member submits a digital vacation request through an approved channel (app, web form, or chat interface).
2.2. Scheduled cron job scans for new leave requests in the HR system.
2.3. Manager initiates a manual review or triggers an automating process for special leave cases.
2.4. HR system automatically detects overlapping or conflicting requests and launches exception-handling automations.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Configure "When a new response is submitted" in Microsoft Forms; automate sending approval email via Outlook connector.
3.2. Slack
• Feature/Setting: Use "Workflows" to trigger a form submission and automate manager direct message using Slack APIs.
3.3. Google Workspace (Apps Script)
• Feature/Setting: Configure Google Forms triggers and automate email notifications via Gmail API.
3.4. Zapier
• Feature/Setting: Set up "New Form Entry" trigger; automate approval and update to Google Sheets.
3.5. Trello
• Feature/Setting: Automate card creation for new requests; use Butler to automate notifications and checklist assignments.
3.6. Asana
• Feature/Setting: Use "Rules" to automate task creation for HR; automate comment notifications for approval stages.
3.7. BambooHR
• Feature/Setting: Automate PTO requests via BambooHR API; HR is notified automatically of requests.
3.8. Salesforce
• Feature/Setting: Configure custom object for Leave Requests; automate approval using Process Builder and Flow.
3.9. Twilio SMS
• Feature/Setting: Automate SMS to manager for urgent requests via Messaging API.
3.10. SendGrid
• Feature/Setting: Automate email notifications to management and staff using SendGrid’s transactional email API.
3.11. Notion
• Feature/Setting: Use API to create vacation request pages and automate approval updates in task database.
3.12. Monday.com
• Feature/Setting: Automate creation of new leave request items; set automations to notify approvers and update status columns.
3.13. Workday
• Feature/Setting: Utilize Workday’s automation connectors for requesting and approval flows in HCM module.
3.14. DocuSign
• Feature/Setting: Automate routing of digital leave forms for e-signature and storage via DocuSign API.
3.15. Jotform
• Feature/Setting: Configure webhook to trigger automations on new submission; auto-send approval email.
3.16. Airtable
• Feature/Setting: Use Automations to create new record, notify via email, and update approval fields automatically.
3.17. Zoho People
• Feature/Setting: Automate leave request to approval workflow using Blueprint and APIs.
3.18. Rippling
• Feature/Setting: Set up leave approvals using automated policies and email triggers.
3.19. HubSpot
• Feature/Setting: Use workflows to automate ticket creation, internal notifications, and approval tracking.
3.20. ClickUp
• Feature/Setting: Create automation to assign vacation requests as tasks and automate status progression.
3.21. Freshservice
• Feature/Setting: Trigger vacation request tickets; automate approvals and route escalations using workflow automator.
3.22. SharePoint Online
• Feature/Setting: Automate form submission via Power Automate; automate status changes in list and notifications.

Benefits

4.1. Automated vacation request workflow maximizes staff satisfaction and minimizes scheduling errors.
4.2. Automation ensures full auditability, with every interaction automatically recorded.
4.3. Automates compliance with labor laws and reduces HR administrative workload.
4.4. Automates immediate notifications and approvals, minimizing delays, and enabling real-time adjustments.
4.5. Operational coverage is automatedly analyzed, reducing conflicts and ensuring restaurant service continuity.
4.6. Facilitates automated leave projections, helping management in staff planning and forecasting.