PTO & Vacation Request Approval Workflow

Estimated Time: 5-10 minutes Difficulty: Easy Team Size: 1-3 (employee, manager, HR) Streamline PTO and vacation requests with automated manager routing and HR approval. Designed for HR teams, department managers, and employees who need a clear, trackable time-off request process with calendar sync reminders.

11 steps 5 automations

Other HR

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Process steps

Submit leave request details

5 days from previous step

task

Fill in your time-off request details accurately:Full name and employee ID (if applicable) Leave type: Annual leave or extra leave Dates: First and last day of your absence Duration: Total working days requested Reason: Brief explanation for the leave Department: This routes your request to the right manager Attach any supporting documentation if needed. Double-check your dates before submitting.

Form fields in this step

Full name

Employee ID (if full-time)

What type of leave request is this?

First day of leave

Last day of leave

Total number of working days you will be off

Share reasons for your leave

Attach any support documentation

Which department do you work in?

Sales/Marketing Manager - Approve or reject leave request

2 days from previous step

approval

Please review leave request for: Employee: {{full-name-209402}} Leave Dates: {{f-209405}} to {{l-209406}} Leave Details: {{b-209408}}

Form fields in this step

If 'Yes', please confirm you have done the following

If 'No', please share reason and suggestions for next steps.

IT Manager - Approve or reject leave request

2 days from previous step

approval

Please review leave request for: Employee: {{full-name-209402}} Leave Dates: {{f-209405}} to {{l-209406}} Leave Details: {{b-209408}}

HR Manager - Approve or reject leave request

3 days from previous step

approval

Please review leave request for: Employee: {{full-name-209402}} Leave Dates: {{f-209405}} to {{l-209406}} Leave Details: {{b-209408}}

Leave request approved

5 days from previous step

task

Dear {{full-name-209402}}, Your leave request for dates {{f-209405}} to {{l-209406}} has been approved. Thank you. Regards, HR

Leave request not approved

5 days from previous step

task

Dear {{full-name-209402}}, Your leave request for dates {{f-209405}} to {{l-209406}} has not been approved for the following reasons: {{if-no-please-share-reason-and-209413}} {{i-209416}} {{b-209419}} Kindly contact your reporting manager in case of any questions. Thank you. HR

Submit your vacation request

1 day from previous step

task

Fill out the request form with your dates, how many days youre taking, and any backup coverage info. Double-check the dates before you submit - changing them later is a hassle.

Manager reviews the request

1 day from previous step

task

Your manager will check if the timing works with team schedules and project deadlines. They might reach out if theres a conflict or if they need more details about coverage.

Arrange coverage for your work

1 day from previous step

task

Talk to whoever is covering for you. Walk them through anything urgent and make sure they know where to find what they need. A quick handoff doc saves everyone headaches.

Set up your out-of-office

1 day from previous step

task

Turn on your email auto-reply and update your calendar. Include when youll be back and who to contact for urgent stuff. Do this the day before you leave.

HR updates the leave balance

4 days from previous step

task

HR will deduct the days from your balance and update the team calendar. Youll get a confirmation once everything is recorded. Keep this for your records.