Leave Request and Approval Workflow

How do I set this workflow up for our team?

Publish the template in your workspace and it's ready to run immediately, no installation or development needed. You'll want to set up your HR and manager team members as workspace members so tasks can be assigned to them. The request form fields, task due dates, and email content can all be adjusted afterward by describing the change in plain English or editing the steps directly.

What happens if HR decides an employee is not eligible for leave?

The workflow routes the request to a Not Eligible status and emails the employee explaining they aren't eligible, based on the reason HR entered. This happens right after HR completes the eligibility check task, so the employee isn't left waiting on a manager review that won't happen. The eligibility decision and reason are saved on the record for reference.

How does the revision path work if a manager requests changes?

If the manager selects 'Request changes,' the status updates to Changes Requested and the employee gets an email with the manager's comments asking for revised dates and details. Once the employee submits revised information, it's saved to the record and a new task goes to the manager to approve or reject the revised request. This avoids a full rejection when only a small adjustment is needed.

Who is responsible for each step in this process?

HR handles two tasks: checking leave balance and eligibility early on, and recording approved leave in payroll at the end. The manager handles reviewing the original request and, if needed, reviewing the revised request. Each task has a due date and the workflow waits for it to be completed before moving forward.

Can we change the leave request form fields?

Yes. The form fields, such as Leave Type, Reason, or Supporting Documents, can be edited directly in the workflow editor or changed by describing what you want in plain English. Earlier versions of the workflow are kept, so you can review changes over time.

What does the employee see during this process?

The employee submits the request through a public form and receives an acknowledgement email with their reference number right away. They then get email updates at each key stage: not eligible, rejected, changes requested, or approved. They never need to create an account to take part.

How long does the approval process typically take?

The HR eligibility check has a 1-day due date, the manager's initial review has a 2-day due date, and the payroll recording task has a 2-day due date. Actual timing depends on how quickly HR and the manager complete their assigned tasks. If a revision is requested, the process includes an extra round with the employee and manager.

How is the approved leave recorded in payroll?

Once the manager approves the request (original or revised), HR gets a task to record the leave in the payroll system and update the leave balance. HR enters the updated leave balance, which is saved to the record. The status then moves to Approved and the employee receives a confirmation email.

Can we see the status of all leave requests at a glance?

Yes. Each leave request is a record with a reference number, current status, and a timeline of everything that's happened on it. Table views and dashboards show records grouped by status, such as Submitted, Manager Review, or Approved, so you can track where things stand across the team.