Before you start
Put the right records and roles in place.
Each employee needs an Employee record whose Username matches their login; that is how the Personal workspace knows who they are. HR or the back office must first create the employee's Vacation Entitlements, the per-year day accounts; without them there is no balance and paid requests are auto-rejected as INSUFFICIENT.
Documented sequence
From the requested dates to the charged days.
Each stage identifies the action, handoff, or record change that moves the work forward.
- 01
Create the request — Employee
Open My Vacation Requests in the Personal workspace, enter the from and to dates and the leave type, and save. Days are counted without weekends and public holidays, and a VAC number is stamped at once.
- 02
Submit — Employee
The Submit task in the Inbox shows the number, dates, days and note. The employee reviews it and submits; the request becomes SUBMITTED.
- 03
Check the balance — Automatic
Paid annual leave is compared with the balance left in years still within the carry-over window. Too few days: the request is auto-rejected as INSUFFICIENT and no manager task is created. Sick, unpaid and parental leave skip the check.
- 04
Approve or reject — Manager
A manager opens the Approve task in the Inbox and approves or rejects. Approval sets APPROVED and charges paid leave on the actual working dates, oldest entitlement year first; rejection charges nothing.
Connected work
Carry the record into the next decision.
Related features and workflows reuse the same business records instead of asking teams to rebuild the context.
A paid request over the remaining balance is rejected automatically as INSUFFICIENT and never reaches a manager.
A starting point, not a fixed package
Match the requests to your leave policy.
Leave types, the public-holiday calendar, the carry-over window (two years by default) and optional monthly accrual are maintained in the settings. Other approval routes or leave rules can be scoped as a Custom adaptation when your policy needs them.
Try BusinessIntentsDecision-stage answers
Request a vacation FAQs
Do sick or unpaid days reduce the vacation balance?
No. Only Paid annual leave consumes the entitlement. Sick, unpaid and parental requests skip the balance check and go straight to approval; they are calendared but charge no days.
How are the days of a request counted?
The system counts the working days in the date range, excluding weekends and official public holidays, so a week with a holiday charges one day less. A single-day request can be marked as a half day, which counts as 0.5.
Which year's days are used first?
The oldest entitlement year that is still within the carry-over window. A day taken in 2026 can still draw on the 2024 account if that year has not lapsed.
What if the balance runs out before the manager approves?
If other approvals used up the days between the check and the manager's decision, a second check at the approval step refuses to charge them.
Review the real workflow
Walk one real vacation request through BusinessIntents.
Use a real record or transaction to compare the documented flow with the way your team works today.