Leave Requests – Have You Taken Your Time Off Yet?

The official public holidays for 2024 have already been announced, so everyone can start scheduling their leave. On paper? In an Excel spreadsheet? Or is there another tool for the job?

Careful planning of public holidays and annual leave in the calendar

A simple task—but how much time does it take?

Every year, the time comes when employees can start planning their leave—and in some workplaces, they are required to do so. This is usually straightforward for employees, but it can create challenges for managers. Keeping track of who wants to take time off, when and for how many days in an Excel spreadsheet may seem like the simplest solution. However, inaccurate records or even a few missing details can cause problems later. Considerable time then has to be spent clarifying information, coordinating schedules and revising plans.

Tracking and planning leave in an Excel spreadsheet for workplace managers

The lack of automation

A few years ago, we visited an automotive supplier where leave planning was creating significant tension among many blue-collar employees. As they worked across several shifts, there were strict limits on how many employees could take leave at the same time: production could not stop. To complicate matters further, some managers treated leave approval as a form of reward, delaying their decisions for extended periods. As a result, several employees were unable to book accommodation in time for their summer holidays or skiing trips.

Digital leave request approval process and automated notification email

The decision-making process

Management decided to introduce an application that would allow employees to submit leave requests within their assigned groups. The system would then monitor staffing levels to ensure that enough employees were available to operate the machines during any given period. Requests and approvals also needed to be managed as a workflow, making it possible to set decision deadlines for line managers. The company chose xFLOWer, which not only keeps track of leave entitlements across different categories but also resolved the tensions described above. The system sent an automatically generated email to the employee’s manager, who had three days to make a decision. If no decision was made, the request was escalated to HR, which then reminded the manager, helping to speed up the process. The employee was automatically notified of the decision by email. A seemingly simple process resolved several problems, while also demonstrating how IT can support other business requirements.

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