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21 March 2018

Digital Vacation Request: Paperless and Fast Thanks to ECM Workflow

Spring is here and the vacation season is approaching. Warm sunshine and a certain je ne sais quoi in the air give rise to thoughts of the approaching vacation season… and the vacation requests are piling up.

If they haven’t already done so, employees will soon be submitting their vacation requests for the summer vacation. For managers and HR, this means additional work: receiving and coordinating vacation requests, checking leave entitlement, approving leave, factoring in vacations for on-going projects, etc. Why not use digital workflows to process requests faster and to manage staff leave efficiently?

Digital vacation request: this is how it’s done!

With a suitable HR management solution, it’s easier and more efficient: among other things, digital workflows enable smooth and paperless processing of vacation requests. Confusing notes on scraps of paper and a far from streamlined procedure are now a thing of the past. And at least one welcome benefit: paperless processing means no back and forth to the printer.

Advantages of a paperless vacation request

Transparency – the status of the application can be viewed at any time. Whether it has been approved and released, is still being processed or has been rejected: one look at the system and the person concerned is in the picture.
Shorter processing times – central processing and control of the process significantly reduces working time. This means: more time for other HR department tasks and faster clarity in vacation planning.
Lower costs – lower process expenditure means reduced costs. For example, for paper and printing.

How does the application work?

The employee starts a vacation workflow at the click of a mouse and selects the desired period. This gives them an overview of their vacation entitlement and the vacation days they have already requested. In the next step, they click on “Forward” and send their vacation request “on its way”: The digital workflow ensures that the leave request reaches the responsible line manager immediately for review and approval.

Other instances are also automatically informed or included: whether HR, accounting or deputies – no one is left out. Approved vacations are automatically entered in the public calendars. And as with every ECM workflow, all steps and decisions are logged, archived and thus remain traceable at all times.

Digital vacation request: more time for your actual tasks

Vacation workflow triggered – vacation approved – done! Everyone’s a winner: managers retain an overview of individual vacation entitlements and vacation periods, as well as compensatory time, even with a larger number of employees. Employees can conveniently apply for vacation or find out about what has already been requested or is still outstanding. Processing vacation requests using digital workflows creates transparency, increases employee satisfaction, and leaves time for the actual work to be done.

Fast, smooth, processes – digital workflows are a great help for other HR management tasks too. In combination with a digital staff record, this enables electronic processing and central administration of all HR-related procedures (e.g. application processes).

We hope you enjoy the first days of spring and are looking forward to the vacation season. Don’t forget: request your vacation in good time!