HR approval workflow for Tallyfy

Handle time-off requests without the email chaos

Vacation requests get lost in email threads and create confusion about coverage. This workflow routes requests to the right manager, tracks approvals, and updates HR records automatically.

11 steps

5 automations

Import into Tallyfy Preview steps

Other HR

Run this workflow in Tallyfy with people, AI, and conditions

PTO & Vacation Request Approval Workflow Run #2,481 Running now

Status	Step	Assignee
Status: Completed	1. Submit leave request details	TM Team member
Status: Active	2. Sales/Marketing Manager - Approve or reject leave request	MG Manager
Status: Waiting	3. IT Manager - Approve or reject leave request	MG Manager
Status: Conditional	4. HR Manager - Approve or reject leave request	MG Manager
+ 7 more steps below

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Tallyfy is the accountability layer that lets this template mix people, AI agents, and conditions in one auditable flow

Process steps

Submit leave request details

5 days from previous step

task

Fill in your time-off request details accurately:

Full name and employee ID (if applicable)
Leave type: Annual leave or extra leave
Dates: First and last day of your absence
Duration: Total working days you're requesting
Reason: A brief explanation for the leave
Department: This routes your request to the right manager

Attach any supporting documentation if needed. Double-check your dates before you submit - it's much easier to get it right the first time.

Form fields in this step

Full name

Employee ID (if full-time)

What type of leave request is this?

First day of leave

Last day of leave

Total number of working days you will be off

Share reasons for your leave

Attach any support documentation

Which department do you work in?

Sales/Marketing Manager - Approve or reject leave request

2 days from previous step

approval

Please review the leave request for:
Employee: {{full-name-209402}}
Leave Dates: {{f-209405}} to {{l-209406}}
Leave Details: {{b-209408}}

Form fields in this step

If 'Yes', please confirm you have done the following

If 'No', please share reason and suggestions for next steps.

IT Manager - Approve or reject leave request

2 days from previous step

approval

Please review the leave request for:
Employee:
{{full-name-209402}}

Leave Dates:
{{f-209405}} to {{l-209406}}

Leave Details:
{{b-209408}}

HR Manager - Approve or reject leave request

3 days from previous step

approval

Please review the leave request for:
Employee:
{{full-name-209402}}

Leave Dates:
{{f-209405}} to {{l-209406}}

Leave Details:
{{b-209408}}

Leave request approved

5 days from previous step

task

Dear {{full-name-209402}},

Your leave request for dates {{f-209405}} to {{l-209406}} has been approved.

Thanks,
HR

Leave request not approved

5 days from previous step

task

Dear {{full-name-209402}},

Your leave request for dates {{f-209405}} to {{l-209406}} hasn't been approved for the following reason:
{{if-no-please-share-reason-and-209413}}
{{i-209416}}
{{b-209419}}

Please reach out to your reporting manager if you have any questions.

Thanks,
HR

Submit your vacation request

1 day from previous step

task

Fill out the request form with your dates, how many days you're taking, and any backup coverage info. Double-check the dates before you submit - changing them later is a hassle.

Manager reviews the request

1 day from previous step

task

Your manager will check if the timing works with team schedules and project deadlines. They might reach out if there's a conflict or if they need more details about coverage.

Arrange coverage for your work

1 day from previous step

task

Talk to whoever's covering for you. Walk them through anything urgent and make sure they know where to find what they need. A quick handoff doc saves everyone a lot of headaches.

Set up your out-of-office

1 day from previous step

task

Turn on your email auto-reply and update your calendar. Include when you'll be back and who to contact for urgent stuff. Do this the day before you leave so nothing falls through the cracks.

HR updates the leave balance

4 days from previous step

task

HR will deduct the days from your balance and update the team calendar. You'll get a confirmation once everything's recorded. Keep this for your records.