Leave requests
Every time-off request checked against the balance, the policy and team cover, then recorded and put on the calendar once it’s approved. Protected leave always goes to a person.
Three days off in October, checked before anyone says yes.
Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.
Step 1 of 5Read the request
The agent
Maya asks for “the 14th through the 16th” in Slack. It reads that as three working days of vacation, not sick leave.
Some people write “vacation”, some write “a few days for my sister’s wedding”. The type decides which policy applies.
- Team chat
- HR system
- HR system
~10 hours a month back
Step 2 of 5Spot protected leave
The agent
Looks for signs of medical, family or other protected leave. Maya’s is a plain vacation, so it carries on.
“I need to look after my dad after his surgery” never says “family leave”. A keyword search walks straight past it.
Automation
Anything that could be protected goes straight to HR with the dates and deadlines, and the agent steps back.
Protected leave is always HR’s decision, so where it goes never changes.
- HR system
- HR case list
~5 hours a month back
Where teams differWhich leave counts as protected depends on where people work, so the list is set per state or country.
Step 3 of 5Check balance and cover
Automation
Maya has 9 days left and gave over a week’s notice. But 2 of the 5 people in support are already off that week, so she’d make three.
Balance, notice and cover each come down to a number, so checking them is a count.
- HR system
- Team calendar
- HR system
~10 hours a month back
Where teams differMinimum cover varies by team. Support might need three people in, finance just one outside month-end.
Step 4 of 5Decide the clash
Your teamIf cover falls short
Sees who’s already off beside Maya’s dates, then approves anyway, rearranges cover, or asks her to move a day.
Whether support can run on two people that week depends on the queue, and the team lead knows the queue.
- Team calendar
- HR system
~4 hours a month back
Where teams differSome teams approve anything within the rules automatically. Others want the team lead to say yes to every request.
Step 5 of 5Record it everywhere
Automation
Records the days in the HR system and payroll, adds them to the team calendar and tells Maya in Slack.
A yes has to land in four places. By hand, that’s where one of them gets missed.
- HR system
- Payroll
- Team calendar
~12 hours a month back
What changes
Requests that fit your rules are approved the day they’re asked for. Team leads only weigh in when a week would leave them short.
- 3steps automated
- 2steps for the agent
- 1call kept with your team
Pick any step to see what happens there and why it sits in that lane.
What it could be worth
~41 hours a month back
$23,600 a year in time
For a 250-person company handling about 180 leave requests a month, at $48 an hour. We work out yours from your own volumes before you sign.
Let’s build your agentOne proven agent, plugged into how you work.
Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.
The agent
Same for every client- Follows the same proven steps
- A person on every exception
- Every decision logged
- Tested on your past work first
- Never decides protected leave
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Your systems
Where the work comes in, and where the result goes.
For this agentRequests from your HR system or Slack, records into payroll and calendars.
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Your rules
The limits and exceptions it works to.
For this agentYour leave policy, notice periods and minimum cover for each team.
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Your team
Who signs off, and who covers when they’re away.
For this agentTeam leads for cover, HR for any protected leave.
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Your channels
Where your team hears from it.
For this agentSlack or Teams to the employee and lead.
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Your output
What it hands back, in the format you already use.
For this agentAn approved request, recorded everywhere it needs to be.
Answering policy questions is its own agent in this catalog. Decisions on medical, family or other protected leave always stay with HR.
The agent, and everything that keeps it working.
- The agentRunning on your systems, under your rules.
- The review screenWhere the exceptions land for your team leads and HR.
- Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
- A test reportYour past leave requests, run through it and checked against the number.
- The runbookHow it works, what to check, and what to do if it stops.
- 30 days of tuningAfter it goes live, through a full month of your real leave requests.
Days from leave request to decision. We measure it before we start, and again at day 30.
Live in 3 to 6 weeks. About seven hours of your time.
We do the building. Your side: access, your leave policy and a quarter of past requests, and a short weekly check-in.
Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.
It keeps running whether or not we stay.
It runs in your accounts
Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.
Changes in the first 30 days are included
A new rule, a changed limit, someone new signing off. That’s what tuning is for.
After that, your call
Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.
About this agent.
What about FMLA or other protected leave?
Does it update payroll?
Our process isn’t quite like this. Will it still work?
How do we agree the number?
What does it cost to run once it’s live?
Want leave handled the day it’s asked for?
Tell us how your team handles leave requests today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.
- 3 to 6 weeksto live, then 30 days of tuning
- $12,500fixed, per agent
- Yours to keepno license fees