HR / Free editable template

Leave request approval workflow template

A leave request approval workflow shows how a holiday request moves from the employee to a decision, and what gets updated afterwards. This example has lanes for the employee, line manager and HR system, decisions for the leave balance and team cover, and a week of the team calendar showing the clash a manager would spot.

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Preview the leave request approval workflow

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Leave request approval workflow example showing employee, manager and hr system lanes, balance and cover decisions, team calendar and leave rules
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Set your leave rules first

    Fill in notice periods, the maximum number of people off at once and any blackout dates. Managers can then explain a decline using a rule instead of a judgement call.

  2. Decide where the balance check happens

    If your HR system checks balances automatically, keep it as a system step. If someone checks a spreadsheet, put that person in the lane so the delay is visible.

  3. Close the loop with payroll

    Make sure approved leave updates the calendar, the balance and payroll where it affects pay. A request that is approved but not recorded causes problems at year end.

Questions about this template

What does the short day on the team calendar mean?

It marks a day when approving the request would leave the team below its minimum cover. Change the cover rule in the leave rules box to match your team.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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