Time-off requests can be both a challenge and a concern for HR practitioners. Time-off requests can be both a challenge and a concern for HR practitioners. A time off request form that is part of of time off manager system helps to be more productive, more effective, and more accurate.
Employees worldwide need to get permission from their managers about each vacation request.
The time off request process is usually ineffective, time-consuming, and error-prone.
| Symptom | Traditional means |
|---|---|
| Repetitive work for HR leads | |
| Calculation errors | |
| Too much time wasted | |
| Coordination difficulties between team-members | |
| Ineffective processes | |
| Lack of transparency across the team presence | |
| No control for employees | |
| Lack of consistency with the request experience |
In a time when everything happens so fast, both employees and managers need to have access to information quickly. A modern time-off management app will allow your staff to self-serve and automatically track and organize all the records for you and the entire company.
2.
___The form allows to personalize the essential details:
*Since each employee has an account, then the name of the employee will be automatically associated with every request.
3.
___The Leave Request Form allows your employees to book the time off types according to your company policies:
*If you have other time-off types, you can add them. Moreover, you can rename them in your language.
4.
___The form facilitates multiple HR processes when it comes to time off management. It improves and simplifies the overall activities of the HR and accounting departments while employees have more control. Let’s see what the automations are:
| No | Automation | Screenshot |
| 1 | Sends an email to the manager for approval The system streamlines communications by automatically emailing the right managers with the time-off request for approval. Also, once the request is approved, an email is sent to the employee. Tip: The system permits Automatic Approval Policies. | |
| 2 | Policy and rules validation While the employee starts using the form, the system will check if the request complies with the rules and settings associated with the leave policy (i.e., Automatic approval, mandatory comment, required backup person). | In this case, the employee looks to book more leave days than his yearly allowance. Learn more about the leave policies, and rules. |
| 3 | Add the entry to the attendance calendar When the entry is submitted for approval, it will be added to the team attendance calendar. | |
| 4 | Highlight colleagues off at the same time To ensure consistency within the team, once you complete the time-off request form, you will instantly see who else is absent simultaneously. | |
| 5 | PTO calculator With every request, the system will calculate the number of days booked so that errors are avoided. For example, the system will only consider the business days for an interval containing a weekend and a public holiday*. | * Note: The system can simultaneously handle employees with different work schedules and public holidays from multiple geographies. |
| 6 | Updates leave records Once the leave is booked, then as an employee, you will have a list with all the records and know exactly what type of time off you booked and when. | |
| 7 | Sync to Outlook/Google If you connect with Outlook or Google, you can have each time-off request added directly to your favorite calendar. | |
| 9 | Updates the time-off balance With this automation, the number of PTO days booked by each employee will be available instantly. | |
| 10 | To be used up to a specific date Some time-off types, for example the carry-overs, have a use it or loose it rule attached to it. In this case to be used up to a specific date. | |
| 11 | Book on behalf Managers can submit time-off of their direct reports | |
| 11 | Slack Vacation Tracker Use the Slack vacation tracker chatbot to book and approve time-off from your favorite work tool. |
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