1.Monitor new PTO form responses
Integrate Google Forms and form capture tools to receive the new PTO submission and trigger downstream routing.
Route PTO requests and notify assigned approvers immediately
Automatically route PTO submissions from Google Forms across Google Sheets, Zapier Tables, Formatter by Zapier, and Slack. Create and update when PTO requests submitted, start and end dates added, or request IDs providedβso you can calculate days, notify approvers, and mark statuses without manual routing.
How this automation accelerates PTO approvals
When a Google Forms new form response arrives, approval delays and manual follow-up pile up. This automation looks up requests, finds employee records, calculates eligibility, sends approver DMs, and updates your worksheetβso your team can act faster.
Google Formsor swap with your favorite app
2.Looks up request row
Integrate Google Sheets and worksheet mapping tools to locate the matching request row and use it for traceable updates.
Google Sheetsor swap with your favorite app
3.Finds employee record
Integrate Zapier Tables and employee directory tables to match the requester and prepare hire date and available days.
Zapier Tablesor swap with your favorite app
4.Calculates and compares days
Integrate Formatter by Zapier and date calculation tools to compute requested leave days and compare against available balance.
Formatter by Zapieror swap with your favorite app
5.Sends approver DM with links
Integrate Slack and approval communication tools to DM the approver with a request summary, dates, and approve or reject links.
Slackor swap with your favorite app
6.Updates request status in sheets
Integrate Google Sheets and reporting tables to update status, record computed days, and add a request identifier.
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: BambooHR, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add approved sick and unpaid leave to sheet
You miss staffing gaps when approved time-off requests aren't centralized for projects and crews. Save a centralized sick/unpaid leave record for schedulers and payroll ahead of the next shift.
- Apps: Personio, Filter by Zapier, Formatter by Zapier, RentmanSwap with your favorite apps.
Add availability entries for approved staff absences same day
Your HR time-off entries don't populate the event schedule, causing last-minute staffing gaps for shows and campaigns. Keep crew availability updated for coordinators to reassign shifts same day.
- Apps: Gravity Forms, Microsoft ExcelSwap with your favorite apps.
Add backdated PTO submissions to central tracking sheet
Your PTO backdate requests go untracked in form submissions, causing payroll reconciliation gaps and delayed approvals. It logs each request to a central sheet so HR can reconcile before next pay run.
- Apps: Gmail, Formatter by Zapier, Google Calendar, SlackSwap with your favorite apps.
Add calendar events from approved time-off emails for team
Your approved time-off emails leave availability unrecorded, creating campaign schedule gaps. You get calendar entries and a Slack notice so managers adjust plans same day.
- Apps: Google Forms, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add employee time-off requests to time tracking worksheet
PTO and sick submissions arrive unlogged, causing payroll gaps and scheduling conflicts for therapists. Log each request to a central worksheet so payroll and staffing are updated before shifts.
- Apps: Google Sheets, Filter by Zapier, Formatter by Zapier, NotionSwap with your favorite apps.
Add monthly time-off entries from updated sheet rows
Your time-off requests sheet leaves schedulers blind when updates aren't in the planner. Adds planner entries so managers see approved leave and avoid coverage gaps before the next shift rotation.
- Apps: Google Calendar, Filter by ZapierSwap with your favorite apps.
Add or update corporate PTO calendar entries from requests
Your PTO request calendar updates aren't mirrored to the company calendar, so schedulers miss staffing changes. Keep PTO entries aligned so HR and dispatch see staffing the same day.
- Apps: Webhooks by Zapier, Formatter by Zapier, Microsoft ExcelSwap with your favorite apps.
Add processed employee leave records to master spreadsheet
Leave and license submissions arrive unstandardized and incomplete, forcing HR to chase missing dates. It appends cleaned rows to your master sheet so payroll and coordinators get records before payroll runs.
- Apps: Google Sheets, Filter by ZapierSwap with your favorite apps.
Add single-date PTO requests to payroll tracker sheet
Your PTO form rows sit in different sheets, forcing manual consolidation for payroll and coverage. Consolidating entries provides accurate absence records ready before payroll processing.
- Apps: Webhooks by Zapier, Filter by Zapier, Paths by Zapier, Email by ZapierSwap with your favorite apps.
Approve future time-off requests automatically for HR teams
Your time-off requests wait unread when approvers are away, delaying staffing and payroll readiness. Automatically approve future requests so HR and employees get confirmations before schedules close.
- Apps: BambooHR, Filter by ZapierSwap with your favorite apps.
Auto-approve eligible time-off requests for direct reports
Direct reports' time-off requests can go unreviewed, delaying staffing and payroll accuracy. Auto-approve qualifying public-holiday, sick, or jury-duty requests so schedules and payroll update same day.
- Apps: Personio, Formatter by Zapier, Zapier Tables, Filter by Zapier, NotionSwap with your favorite apps.
Automatically create absence records in your team workspace
Your HR absence notices arrive without matching workspace items, leaving schedulers and payroll missing context. Get consistent absence items in your workspace so staffing and payroll act same day.
- View all
Explore all time off requests automations
Simplify time off approvals with automated request intake, manager notifications, and calendar updates
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.