HR leave request workflow template — from request to approval in minutes
Replace email chains and spreadsheet trackers with an interactive leave request workflow that captures all the information upfront, routes to the right manager, checks policy compliance, and notifies HR automatically — without a single back-and-forth message.
No credit card required · Free plan available · Setup in minutes
Who is this for?
HR managers, people ops teams, and operations leads at companies with 20–500 employees who handle leave requests manually via email or Slack and need a consistent, auditable process. Useful for organisations with multiple leave types and approval chains that vary by department or seniority.
The problem it solves
Leave request management by email creates three problems: incomplete information (employee forgets to mention dates or leave type), approval delays (manager doesn't see the email for two days), and no audit trail (HR can't reconstruct who approved what and when). An interactive workflow solves all three by capturing complete information at submission and routing it automatically.
How the template is structured
Every step is editable. Customise the content, labels, and branching logic to match your exact process.
Leave type selection
Employee selects the type of leave: annual leave, sick leave, parental leave, compassionate leave, or unpaid leave. The selection determines which approval path and policy checks apply for the rest of the workflow.
Date range and duration capture
Employee enters start date, end date, and confirms the total number of working days. The workflow calculates whether sufficient leave balance exists and displays the balance before proceeding.
Coverage and handover note
Employee specifies who will cover their responsibilities during the absence and adds a brief handover note for ongoing work. For absences over five days, a formal handover document upload is required.
Manager approval routing
The request is routed to the employee's direct manager with all information pre-filled. Manager approves, declines, or requests modification. The decision is logged with a timestamp and reason.
HR notification and policy verification
After manager approval, HR receives a structured notification with leave type, duration, and approval details. HR verifies policy compliance (parental leave documentation, medical certificate for extended sick leave) before final confirmation.
Confirmation and calendar update
Employee receives an approval confirmation with leave dates. A webhook triggers a calendar block via Google Calendar or Outlook integration. Leave balance is updated in the HRIS.
What you get with this template
Leave approved, HR notified, calendar updated — automatically
Free to use. Customise every node, label, and branch in PathPilot's visual canvas. Publish with one click.
Get started freeFrequently asked questions
- Can this integrate with our HRIS (BambooHR, Workday, HiBob)?
- PathPilot's webhook integration can fire a structured payload to any HRIS API when a request is approved. For systems without direct API access, use webhook-to-Zapier or Make to bridge the connection.
- Can we require medical certificates for extended sick leave?
- Add a branch on the sick leave path: if duration exceeds three working days, require a document upload or a confirmation checkbox. PathPilot's form nodes support file uploads and conditional branching.
- What happens if the manager is also on leave?
- Add a "manager unavailable" branch that routes to a secondary approver (department head or HR). This can be a selectable option at submission or a time-based escalation if the manager hasn't responded within 24 hours.
- Can employees see this workflow without a company account?
- Yes. Publish the workflow as a public link or embed it in your intranet. Employees submit requests without needing a PathPilot account.