Creating a Holiday Request

Flowtly provides the opportunity to request various types of holidays. Only the holiday types that have been set up by your organization will be available for you to select when creating a holiday request. If a specific type of holiday is not listed, it means that it has not been configured or made available by your organization (Go to Leave types tile in Settings to find the details).

Not all holiday types will affect employee's leave balance. By default, only requests with the holiday types "vacation" and "on demand" will be deducted from your remaining leave balance once they are approved by managers. Leave balance is calculated based on the Job Size and Hours per Week fields set up in employees agreements.

Note: Remaining days off are displayed in the bar at the bottom of the My Days Off page. This section shows the total available leave balance and, if applicable, the number of pending time-off requests that are not yet approved.

Steps to Create a Holiday Request

To create a holiday request, follow these steps:

Navigate to My days off item from the main menu.
Click the “New absence request” button in the top right corner of the page.
Enter Request Details:
- Type: Specify the type of holiday you are requesting (e.g., vacation, sick leave, etc.)
- Description: Provide a brief description or reason for the holiday (can be optional if configured in settings).
- Leave Period: Select the day or period for the holiday in the calendar using drag&drop functionality.

Note: Once a holiday type is selected, the description field will be marked as required or remain optional based on the common holiday settings.

Note: You also have the option to select a few hours (from 1 to 7) inside Hours field if the requested time off is less than one full day.

Note: Below the form there's summary section, that includes the current leave balance, the requested period (e.g., 1 day), and the updated balance after the holiday will be approved. This provides users with a clear overview of how the requested leave will impact their remaining balance.

Click Create request to save your holiday request.

Once you save your holiday request, it will appear in the Leave Requests tab of the "My Days Off" page with its current status. It will also appear in the Leave Requests tab of the Holiday Management item in order to be approved or rejected by managers.

Holiday History

The Holiday history tab displays a complete list of all fully approved leave requests. Once a time-off request receives all necessary approvals, it automatically appears in this view.

Each row in the table provides the following details:

Leave type – The category of leave taken (e.g., Vacation, Marriage, Disease).
Description – Description provided during request creation (can be optional).
From / To – The start and end dates of the leave.
Duration – The total length of the leave (in hours or days).
Status – The final approval status of the leave ("Accepted").

This tab allows employees to easily review their historical leave records. Use the filters at the top to narrow results by leave type or date range.

Managing Your Own Holiday Requests

You can cancel your request by clicking the Bin button next to the request and confirming your choice. This option is available as long as your request has not yet been approved or declined by a manager.

Notification of Approval or Rejection

Approval: If your request is approved, you will receive an email notification, and the status of the request will change to Accepted, accepted leave will move to Holiday History tab. If more than 1 approval is set up for your organization, then request will stay in pending status after one approve, until all necessary approves are given.
Rejection: If your request is rejected, you will also receive an email notification, and the request will be removed from the Leave Requests list.