Try these vacation request forms & workflows.
See how automation makes the process more
efficient and how online
vacation request forms dramatically increase
compared to using Excel or paper.
This is a very common time off request process. The
requesting employee fills out a form online. The e-form
is dynamic, pre-populates fields, validates information and
is signed electronically.
Once the form is submitted, the system automatically
routes it to the correct manager for approval. There's
no need for the employee to email it manually thus avoiding
errors like emailing to the wrong person. The manager is
notified and reminders can also be setup if necessary.
The manager can reject the request back to the employee for
corrections, deny the vacation or approve it and forward
to HR for processing and finalization.
Finally, an email is sent to the employee with the relevant
Compare it to the Word document. It isn't dynamic,
cannot pre-fill anything, does not validate information
and must be printed for signature. Further, it has to
be e-mailed back and forth for approval. The online
version is significantly better.
A Comprehensive Guide To An Efficient Time Off Request Form
This vacation request form template connects to a Google Sheet.
For demo purposes, it initializes a pick list with a list
of valid users from the sheet. When you pick a user, it
pulls the number of available annual, floating and sick
days and dynamically sets up the relevant pick lists so
the user cannot take more days of any given type then
are available. The requesting employee signs the form
electronically. The pick lists are enabled and disabled
dynamically and the signature date is also auto-filled.
In contrast, the Word document provides
none of this behavior. It cannot
autofill user information, integrate with business data to
pull available days or dynamically set up pick lists. To sign
the form, it must be printed. It's far more error-prone,
How Effective Managers handle time off requests
This is another very typical vacation request process. The
online form pre-fills information, validates automatically,
has dynamic behavior and is signed digitally.
The system automatically
routes it to the correct manager but, this time, if the number
of vacation days is more than 5, it is routed to a VP for
additional approval. All this happens automatically without
the employee needing to manually email, track or chase down
Once completed, the relevant
documents are e-mailed to the requesting employee.
Compare with the Excel version. The employee or manager
must remember that a longer vacation requires additional
approval and must manually e-mail it to the VP. Then, they
have to chase down the VP to ensure that it gets signed on
time, track it, file it away etc. It's unnecessary
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This form is an administrative form that employees use
to record absences during any given month. They fill
it out once a month. The form demonstrates integration
with Google Sheets by dynamically retrieving choices for a pick
list and to fill out some fields. It also shows how frevvo
forms allow you to show/hide sections, perform calculations
and other dynamic behavior. As a result, the form is easier
and faster to complete without mistakes.
In contrast, this form of integration is simply
not possible with Excel or Word documents and certainly
not with paper. Those formats cannot dynamically integrate
with business systems to retrieve data, auto-fill fields or
set up pick lists.
How to combine frevvo with Google Apps
This is a vacation request form for a school.
It contains a single form that's routed to
various people for approval. The form is
dynamic - it pre-fills employee info, department,
manager and available PTO days. It
calculates the number of requested days and validates
all fields automatically. The employee signs the form
electronically on any device. The workflow then routes
to the manager for e-signature and finally to HR. Employees
don't need to chase down approvals and can track
their request. Notifications and
reminders are built-in. When completed, the process
emails a PDF to the employee.
The Excel version has almost none of this functionality.
It must be filled in manually, signed on paper and
routed by email. Employees must chase down signatures
and track by phone or email. It's slow,
unnecessarily error-prone and inefficient.
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This time off request template collects employee information,
time off request dates, optional comments and an online
signature. If desired, additional documents can be
attached e.g. a jury duty confirmation letter.
After you submit the form, it will generate a PDF of the vacation
request and send to your email address.
This is just a basic online form but compare it with any of
the Excel or Word versions above and it already has significant
benefits including validation, auto-completion of fields, and
Taking the Stress out of Taking Vacation
Taking Vacation Shouldn't Be Stressful
A vacation/time-off/PTO request form is one of the most
frequently used business forms. Organizations use it to
track, approve and manage employee time off. Work is
stressful and everyone needs a break so they come back
rejuvenated and eager to produce amazing, new innovations.
Well-designed, easy-to-use forms take one bit of stress
out of the equation so employees can easily request
vacation and get it approved quickly. At the same time,
HR can also process the information in a timely manner.
What's on a vacation request form?
These forms contain important information:
Details of employee requesting time off.
Start and end dates of requested PTO.
Contingency plans in place e.g. which colleague to contact
for immediate attention.
Approvals & signatures of the manager, HR etc.
Your logo and corporate name.
Why online time off requests vs using Excel, Word, or paper?
Automating everyday operational activities is the most basic
step towards digital transformation of your organization.
If your processes are still manual and riddled with
workarounds e.g. e-mailing Excel documents around, you have
no hope of competing in the 21st century. Consider these
With manual processes, HR employees waste time on
paperwork instead of focusing on what they should be doing
– managing talent.
An Excel or paper form is much more likely to be
an older version or contain errors e.g. the employee
forgot to fill in a field or has a typo. The online
version is always current and validates fields
automatically to eliminate errors.
Manual processes typically have instructions that
people must follow. These instructions may be outdated
or confusing – once again, the result is mistakes
that must be fixed – a costly and time-consuming
Paper forms cannot be integrated with SQL or
business systems. All fields must be filled in manually
every time. This is unnecessary data entry that
benefits no one and just burns time.
Dynamic behavior is also difficult with Excel
and impossible with paper. If the form has conditional
sections, the user has to figure it out manually.
In contrast, the online form can dynamically show/hide
sections as required.
Simply e-mailing the form for approval is itself
fraught with error. Employees send the form to the
wrong manager, forget about a second level of approval,
the email gets buried in inboxes e.g. if the manager
is on vacation etc. Tracking and chasing down signatures
results in more email, phone calls and inefficiency.
Online forms are far superior to paper/email based forms:
Using an online form removes one bit of unnecessary
stress as employees can easily find the form and request
They also don't have to worry about chasing down
their manager for approval since the system routes automatically.
The HR department spends less time processing paperwork
and can spend more of their time focusing on what's
important – talent.
Mistakes and missing data and the resultant delays are
eliminated since the online form validates fields, flags
errors and empty fields.
Since online forms work with mobile devices, a manager
can approve from anywhere at any time.
Integration with HR systems and databases auto-fills
fields, reduces unnecessary typing, errors and delays.
With electronic signatures, you never have to print
which reduces paper use and helps the environment.
Why frevvo for your PTO forms?
frevvo provides the easiest workflow software on the planet.
With 100% visual form design, workflow routing,
PDF mapping and a rich array of fields including signatures,
grid controls, attachments etc. you can quickly design any
business form and route it dynamically for approvals.
It will automatically validate fields, work on mobile devices,
look great and reduce paper use and delays.
You won't have to hire expensive coders.
for a free 30-day trial and get started today.
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