How to Create an Automated Leave Management System

Learn how to automate your leave management system using Pabbly Connect. This detailed tutorial covers integration with Google Sheets, Gmail, and WhatsApp. Eliminate manual repetitive tasks from your workflow. Discover proven automation methods with intuitive steps designed for efficiency-minded professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Leave Management

To create an automated leave management system, start by accessing Pabbly Connect. Open your web browser and navigate to www.Pabbly.com/connect. If you’re a new user, sign up for a free account to explore the features available.

For existing users, simply log in to your Pabbly Connect account. Once logged in, you will be directed to the dashboard where you can create new workflows to automate your processes effectively.

2. Creating Workflow for Leave Request in Pabbly Connect

In this section, we will set up the first workflow to manage leave requests. Click on the ‘Create Workflow’ button in Pabbly Connect. Name your workflow something like ‘Automate HR Leave Alerts’ and select the new beta method for a more modern workflow experience.

• Select ‘Form Builder’ as your trigger application.
• Choose the event ‘New Form Submission’ to capture the leave requests.
• Connect to your form by providing the webhook URL generated by Pabbly Connect.

After connecting the form, test it by submitting a leave request. Ensure that the data appears in your Pabbly Connect workflow, confirming that the integration works seamlessly.

3. Adding Data to Google Sheets via Pabbly Connect

Next, you will need to log the leave requests in Google Sheets. In your Pabbly Connect workflow, add an action step and select Google Sheets as the application. Choose the event ‘Add New Row’ to save the leave request data.

Connect your Google Sheets account by clicking on the ‘Connect’ button and selecting the appropriate spreadsheet. Map the fields from the previous step (form submission) to the corresponding columns in your Google Sheet, ensuring that all relevant employee data is recorded accurately.

• Map Employee ID, Name, Email, Department, Leave Type, Start Date, End Date, Total Days, and Reason.
• Send a test request to confirm that the data is being logged correctly.

Upon successful mapping, you will see the leave request details appear in your Google Sheets, confirming that the integration via Pabbly Connect is functioning properly.

4. Notifying HR via WhatsApp and Gmail

Once the leave request is logged, it’s crucial to notify the HR team. In your Pabbly Connect workflow, add another action step for WhatsApp using Pabbly Chatflow. Choose the event ‘Send Template Message’ to create a notification template for HR.

Enter the HR’s phone number and select the template you created for leave notifications. This template should include details such as employee name, ID, department, leave dates, and reason for leave. After configuring the WhatsApp message, add another action step for Gmail to send an email notification to the HR team.

Set the sender’s name and email address for the notification. Map the email body to include all relevant leave request details.

After sending test requests for both WhatsApp and Gmail, you will confirm that notifications are being dispatched to the HR team promptly.

5. Handling Approval and Rejections in Google Sheets

The final step in the automated leave management system is to handle the approval and rejection of leave requests. Create a new workflow in Pabbly Connect for this purpose. Set Google Sheets as your trigger application and select the event ‘New or Updated Spreadsheet Row’ to capture changes in leave status.

Configure the webhook URL in Google Sheets and set the trigger column to the status column (e.g., Column J). This ensures that any updates will notify the Pabbly Connect workflow to take action based on the status selected.

Use the router feature in Pabbly Connect to create conditions for approval and rejection. Set up separate actions for sending emails to the employee based on the approval status.

With this setup, employees will receive timely notifications regarding their leave request status, whether approved or rejected, ensuring a smooth communication process.

Conclusion

In conclusion, using Pabbly Connect to create an automated leave management system significantly streamlines the process of handling leave requests. By integrating Google Sheets, WhatsApp, and Gmail, businesses can ensure efficient communication and record-keeping for employee leave management.