This system Automate Employee Time-Off Management System using Airtable as the central database and to power the workflows. The system enables employees to submit time-off requests through a structured form, automatically notifies their managers for approval, updates leave balances when requests are approved, and sends status notifications back to employees. It also resets all employee leave balances to 22 days annually, ensuring accurate tracking without manual intervention. This end-to-end automation replaced manual spreadsheets and email chains with a centralised, real-time, and self-updating leave management process.

Problem Statement

Before automation, the time-off request process was manual and error-prone:

• Employees submitted leave requests through emails or messages, often lacking standardised details.
• Managers had to manually review, respond, and track requests.
• HR teams maintained leave balances on spreadsheets, which were frequently outdated or inconsistent.
• Annual resets had to be done manually, leading to confusion and delays.

This fragmented process caused miscommunication, delays in approvals, and inaccurate tracking of PTO balances, affecting both employees and managers.

Solution Overview

This project addressed a critical operational pain point by automating the entire time-off lifecycle. It:

• Ensured a centralised and structured way to handle leave requests.
• Reduced administrative workload for HR and managers by automating approvals, notifications, and balance deductions.
• Improved transparency by keeping employees informed of their request status at every stage.
• Automatically reset leave balances annually, ensuring compliance with company policies.
• Enabled real-time visibility into leave data, making planning and reporting more accurate.

By replacing manual processes with a fully automated system, the organization gained efficiency, accuracy, and better employee experience.