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Free Time Off Request Form Templates

Try these vacation request forms & workflows.

See how automation makes the process more efficient.

Dynamic Absence Records
with Google Sheets

Dynamic absence record flow integrates with Google spreadsheets.

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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.

Simple Vacation / Time Off Request Form

Simple vacation/time-off request form emails PDF upon submission.

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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.

Basic Time Off Request Approval Process

Common time-off request process routes for required approvals.

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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 documents.

What are time off request forms used for?

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.

Conditional Time Off Request Approval Proces

Time-off request process routes to VP only under certain conditions.

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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 signatures. Once completed, the relevant documents are e-mailed to the requesting employee.

Google Sheets Time Off Request Form

Vacation request form dynamically updates pick lists from Google Sheets.

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This leave request 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.

School Vacation Request Approval

Vacation request process for a school routes for required approvals.

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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.

Why use electronic time off request forms?

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 their vacation.
  • 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, (visual rules) 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. Sign up for a free 30-day trial and get started today.

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