What teams see
- Work waits between submit leave request and validate balance.
- Owners reconstruct status from Web forms and HRIS.
HR
Leave request and approval
Leave requests are checked manually against policy, team conflicts and balances before calendars and HR systems are updated.
Business problem
Leave requests are checked manually against policy, team conflicts and balances before calendars and HR systems are updated.
Why it happens
- No shared state spans Web forms, HRIS, Google Calendar.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter notify employee cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from submit leave request to notify employee
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from submit leave request to notify employee.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Submit leave request — Accept and identify the leave request and approval trigger. Web forms
- Validate balance — Execute validate balance with validated sample data and an auditable result. Web forms
- Check policy — Execute check policy with validated sample data and an auditable result. HRIS
- Check team conflict — Execute check team conflict with validated sample data and an auditable result. Google Calendar
- Manager approval — Execute manager approval with validated sample data and an auditable result. SEIDO Review Queue
- Update HR record — Execute update hr record with validated sample data and an auditable result. HRIS
- Update calendar — Execute update calendar with validated sample data and an auditable result. Google Calendar
- Notify employee — Execute notify employee with validated sample data and an auditable result. Web forms
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- Web forms: Provide workflow input
- HRIS: Lookup and update context
- Google Calendar: Receive controlled outcome
Human responsibility: People operations lead
Failure and recovery
Web forms is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for validate balance is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating Web forms, HRIS, Google Calendar.
- An existing configured platform already handles leave request and approval with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
Related workflows
Intelligent inbound lead routingLeads arrive through disconnected forms, inboxes and campaigns and are assigned too slowly or to the wrong owner.Lead qualification and account-fit workflowSales representatives spend valuable time manually investigating prospects that do not match the commercial profile.Sales discovery to structured CRMImportant details from discovery calls and notes do not reach the CRM consistently, weakening follow-up and forecasting.