Employee leave management: requested in one message, returned signed
An agent handles the days left, the overlaps with the team, the signature and the filing. Approving is still a person's job.
The problem
“How many days do I have left?” “Who else is away that week?” “Where is the form I signed in March?” Whoever looks after leave gets these three questions again and again.
It happens in any company where leave is requested by email or in passing and tracked in a spreadsheet. One person keeps the spreadsheet, and when that person is away nobody knows which version is right. Absence notes go the same way: they arrive as attachments in a mailbox and someone has to remember to save them.
How it is done today
Someone counts the days by hand against the collective agreement, checks the spreadsheet for who is away on those dates, prepares the form, chases the signature and files it. Absence notes are dug out of emails, downloaded and saved under a different name every time.
None of these tasks is hard. But they repeat with every request, they interrupt whoever does them and, when one is forgotten, the problem shows up: two people away at once, or a document that is missing when it is needed.
How we solve it
- The person asks for their days in a message, the way they would tell a colleague: “I'd like 2 to 6 December off.”
- The agent checks the days they have left under the collective agreement and what they have already taken.
- It checks whether those dates overlap with other people on the team, and says so.
- It prepares the request and emails it to whoever has to approve and sign it.
- When it comes back signed, it files the document in the person's folder and puts the dates in the team calendar.
- Every morning it checks the mailbox where absence notes arrive, spots them among the attachments and files them under a standard name.
Result
100 %of 2026 requests handled by AI
In our own company, every leave request in 2026 has gone through the agent. Nobody counts days by hand and every signed request is in its folder.
What it takes
Timeline
It depends on few systems, so it is usually one of the first things to go live in the people area. The exact timeline comes out of the assessment.
Data and access
The collective agreement and the work calendar, each person's allowance and what they have already taken, and who approves whom. Access to the mailbox where absence notes arrive and to the folder where documents are filed.
Your tools
The messaging app your team already uses, your email, your calendar and your document storage. There is no new application to install and nobody to train.
How it is built
An agent connected to the company's messaging receives the request in plain language and turns it into exact dates before checking anything.
The request goes out for signature by email and the signed document is filed in the company's document storage (Google Drive, in our case), in each person's folder and under a standard name.
Absence notes are collected by a scheduled job that checks the mailbox every morning: it finds the attachments, classifies them and files them.
Personal data stays in each person's folder, under its access control, and does not leave it.
Frequently asked questions
Does the agent approve leave?
No. It checks the days and the overlaps and prepares the request. Approving and signing is always done by a person.
Does my team have to learn a new tool?
No. Leave is requested with a message in the messaging app you already use. The approver receives the request by email.
Does it work with my collective agreement?
Yes. The rules of your agreement and your work calendar are captured at the start, and days are counted with them. If the agreement changes, the rules are updated.
What happens with absence notes?
They are filed automatically every morning, under a standard name. What to do about each absence is decided by a person.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; approving or rejecting each request stays with whoever approves.
Related automations
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What to request, sign and report at every hire, change and exit, with its deadline and verified signatures.
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Hours come from real activity and the monthly record is generated, checked and filed on its own.
Part of People