HR and internal operations · Sample scenario
Managing leave requests
A leave request is recorded through a form, remaining days and team coverage are checked, and after manager approval it is recorded in the HR system and the calendar.
Problem
Leave agreements get lost in messages and emails; HR records are late, and several people on the same team being away at once only surfaces later.
How it works today
The employee messages the manager, the manager agrees verbally, HR checks remaining days in a separate sheet and records the leave by hand. The team calendar is often not updated.
What this scenario changes
The request goes into a single form, remaining days are read from the HR system, and the dates are compared with public holidays and team members' approved leave. If there is no conflict, the request goes to the manager for approval, and after approval the HR record and team calendar are updated automatically. If there is a rule conflict, the request is routed to HR.
The process step by step
- Request submitted: The employee fills in the form
- Remaining days checked: Read from the HR system
- Dates and team coverage: Holidays and team leave
- Enough balance and no conflict?: Fits all rules
- Manager approval: The direct manager reviews the request
- HR record: Remaining days updated
- Added to the calendar: Team calendar updated
- Employee notified: Approval notice sent
Exception path
- HR specialist reviews: The rule conflict is looked at individually
- Request with HR: No automatic approval or rejection
The role of AI
No AI is used in this scenario: all checks follow written rules, and legal interpretation of the rules is not delegated to the system.
Human approval and exceptions
The manager approves every request. If the balance is not enough or there is a conflict with the team rule, the request is routed to HR; the system gives no automatic legal interpretation and does not reject the request.
Frequently asked questions
Can the system reject a leave request?
No. A request that does not fit the rules is not rejected automatically; it is routed to HR.
How is labor law taken into account?
The system checks only the company's written rules and gives no legal interpretation. In disputed cases, HR decides.
What if the manager is on leave?
The approval request goes to the deputy recorded in the system; if there is no deputy, HR is notified.