Worktime and holiday management

Automated, process based solution instead of a simple registry

Organizing substitutions

Organizing substitutions is still a manual task at most organizations. However, there's a better way to manage and even automate this task by using a comprehensive workflow system - such as xFLOWer. Click to learn more!

Employee presence planning

Employee presence is key pertaining to running projects and resource planning. Without an appropriate system, this task might cause bottlenecks in operations. Prevent these problems by using an appropriate planning system to foresee and plan employee presence!

Holiday request management

Managing holidays is in close relation with resource planning. If for any reason a coworker, needed to complete a project task in time, is on holiday, project completion becomes endangered! Click to learn how to prevent such situations with xFLOWer!

Managing employee presence with xFLOWer

Employee presence - the key to operational excellence

It must be one of the top priorities for your company to have the right employees at the right place - and at the right time. Without these conditions, projects may fall apart, causing delays, customer complaints, or even penalties. Not to mention losing clients for that matter! xFLOWer is the tool to prevent these problems by enabling comprehensive employee presence planning throughout your entire organization. xFLOWer, as a workflow based planning and operation support system not only allows planning, approving and recording employee presence, but it goes way further by allocating costs, time of completion, availabilities and any other important factors to employees - even automatically, based on business rules. The system supports project planning too, so there can be no surprise when starting a new project - xFLOWer ensures that all resources are available at the right time and at the right place. Therefore, coworkers needed for a project becomes allocated, (and their holiday requests for the given timeframe automatically denied) while others, having no tasks for a current project might go to holiday - in these cases, holiday approvals can be automatic too!

Holiday requests and approvals management with xFLOWer

Holiday requests and approvals - problem or opportunity?

While holidays are mostly regulated by applicable laws, it really does matter for your company how exactly holidays are distributed, who is absent when and for how long. In some cases even immediate holiday requests are made possible, giving great headaches for employers as in such cases key persons might be absent for critical time periods. xFLOWer makes it easy and quick to plan holidays and approve or deny holiday request on any level in your organization, making holidays more foreseeable for business leaders. Holiday requests can even be approved or denied automatically by the system, based on business rules - saving time and energy for leaders or the HR department. The system is able to check whether a given coworker has any important tasks for a given period and also look for substitution. In case a coworker is needed during the given period of time and no substitution is available, the system denies the request automatically. In case substitution can be resolved, the system may either automatically approve the request or forward it for management approval after pre-checking all circumstances mentioned above. All required documents can also be generated by the system for approved holidays, thus decreasing administrative workload.

Automatic substitution arrangements with xFLOWer

Organizing substitutions - still a manual task?

How can a workflow system organize substitutions automatically? A great question, and the answer lies in the concept of organization-wide business process management. As business processes are managed in one unified workflow system - together with other IT systems in case needed - the workflow "knows" which process and task should be completed by who and when. As employee skills can be managed in the system and availabilities can also be set up, the system can compare these two information, gaining "knowledge" about the required availabilities and the actual skills needed for completing tasks or whole processes. In case of employee absence, the system examines skills and availabilities, hence gaining information about possible substitutions. When there's a match among the above mentioned information, the system redistributes the tasks of absent coworkers to available and competent ones. Therefore, a tremendous amount of human work can be saves, thus decreasing administrative workload and costs.



Precise recording of working times during working days and on-premise project tasks is essential. At the same time it is also of importance to keep holiday request and approval management transparent and plan – able. In such cases, xFLOWer work time management delivers – and goes far beyond by automating substitutions based on availability, skills and competences.


In order to keep operations organized and keep project deadlines, recording and managing working time and holidays is essential. Also, this activity shall not mean any surplus in the administrational workload. Manually managing records and the related processes is time and resource consuming, while it does not create additional value to the customer. xFLOWer working time management module offers a comprehensive and automated solution to keeping track of hours worked and planning holidays. Beyond that, the module also manages holiday approvals – even more complex approval processes that require the participation of different departments and approvers from many organizational levels – and the complete, traceable recording of all such activities.

xFLOWer is a robust and mature, cloud based workflow and business process management solution with working time and holiday management functionality. Its development started more than 18 years ago, and it evolved through the years based on international business experience and the actual needs of business leaders throughout Europe. Contrary to other working time management systems, xFLOWer is not only a scheduling management and recording software, in which working hours and absences can be administered, but a much more comprehensive, yet easy to use working time and holiday management system with comprehensive workflow capabilities. 



The xFLOWer working time and holiday management module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!

xFLOWer working time and holiday management is a cloud based solution, however it "only" provides a framework to create a business environment for your company - one in which you don't have to change your systems and operations frequently. Check out the xFLOWer product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless.


In the xFLOWer working time and holiday management module, everything is controlled by business processes to which documents are attached. The processes are guiding all colleagues step by step through the administration tasks, so it is not possible to omit any required step of workforce management processes.

Such processes do not end with recording working hours. xFLOWer working time and holiday management offers much more, managing the whole operative lifecycle of holiday requesting and approval management processes and substitution management. Beyond all this, any business process can be managed in xFLOWer. The systems’ abilities are including but not limited to the following process examples:

Of course, you are free to decide what processes you use, however, we will suggest some processes to start with. Holiday requesting and approval, absence and substitution management processes are all included by default.  All these processes can be tailored to your exact needs during the implementation period. In case you would like to use different processes, it is possible! Just have a look at all xFLOWer Cloud modules and find the processes that best fit your needs.

HR data sets

xFLOWer work time and holiday module includes HR data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store employees’ unique data types such as foot size, language knowledge, political relationships or the kids’ names - really whatever you may imagine!

In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data into xFLOWer during implementation. 
In case you need different data sets, not only an employee database, it is also possible with xFLOWer. Create data sets for customers, real estate, receivables, accessories, partners or anything else. Work time and holiday management processes will always be attached to the appropriate data set.

Practical example – holiday request

  1. Incoming request – a coworker marks his planned holidays in the module.
  2. Request check – The system semi – automatically and along with the approver checks of the requester has enough holidays for the request and also his duties for the requested period.
  3. Request forwarding – After the check, the module forwards the request to the responsible approver along with the check results.
  4. Approval – The approver decides if he approves or denies the request.
  5. Feedback – Upon approval or denial of the request, the module sends a notice to the requester.
  6. Background processes – The module creates the documents required for the approved holiday request and marks the given period in the records as holiday time.
  7. During the process, enterprise – specific forms and document templates are created for further use such as request forms, approval forms, etc.

Ready to use solution

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.

xFLOWer Cloud working time and holiday  management module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.