Managing employee leaves manually can be time-consuming and prone to errors. The Leave Request Approval Workflow, powered by Microsoft Power Automate and SharePoint, automates the entire leave management process — from request submission to manager approvals and HR validation. This system ensures transparency, policy compliance, and timely communication between employees and management, reducing administrative burden while improving overall efficiency and workforce productivity.
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Approval Workflow Features
Customizable Approval
Automated Notifications
Audit Trail and Reporting
Approval Decision Options
Query Handling
Add Additional Approvers
Simplify and Automate Employee Leave Approvals
The Leave Request Approval Workflow helps HR teams and managers automate leave requests, approvals, and balance tracking within Microsoft 365. Employees can apply for leave online, managers can approve instantly, and HR can maintain accurate records — all in one integrated system built with SharePoint and Power Automate.
Implement AscenWork’s Leave Request Approval Workflow built on Power Automate and SharePoint to streamline approvals, reduce errors, and save administrative time.
1. Online Leave Request Form
Employees can submit leave applications using a SharePoint-based request form with fields for leave type, duration, reason, and attachments. The form validates leave balances automatically and ensures completeness before submission. Integrated with Power Automate, it routes requests to managers instantly. This eliminates manual paperwork, reduces approval delays, and ensures accurate data capture for better HR decision-making and record maintenance.
2. Automated Approval Routing
The workflow uses Power Automate to route leave applications through predefined approval hierarchies. Based on department, role, or leave duration, requests move automatically to reporting managers and HR. If an approver delays action, escalation alerts are triggered. This automation eliminates bottlenecks, ensures compliance with company policies, and accelerates approvals without requiring constant HR intervention.
3. Real-Time Leave Balance Validation
The system checks employees’ available leave balance in real time before approval. Integration with SharePoint lists or HR databases ensures that no request exceeds policy limits. This feature provides visibility into different leave types such as casual, sick, and earned leaves. It maintains transparency, prevents conflicts, and ensures accurate tracking of employee entitlements.
4. Notifications and Alerts
With integrated Microsoft Teams and Outlook notifications, employees and managers receive instant alerts for new requests, approvals, or rejections. Automatic reminders are sent for pending actions, keeping everyone informed. This reduces HR follow-ups and ensures timely communication across departments. Automated alerts also support company-wide leave visibility and planning.
5. Role-Based Permissions
The workflow leverages SharePoint role-based access control, allowing only authorized users to view or manage requests. Employees can access their own data, managers can approve team requests, and HR can oversee all records. This structure enhances security, ensures privacy, and maintains compliance with organizational HR policies and data governance standards.
Join leading finance and procurement teams using our workflow automation to eliminate bottlenecks and gain full control over spending.
6. Leave Calendar and Analytics
A centralized Leave Calendar displays approved leaves across departments, preventing scheduling conflicts. Integration with Power BI provides analytics on absence patterns, utilization trends, and departmental leave data. HR teams gain actionable insights to improve workforce planning and identify potential productivity gaps caused by overlapping leaves or excessive absenteeism.
7. Audit Trail and Compliance Reporting
Every leave request, approval, or modification is automatically logged in a SharePoint audit trail. Exportable reports help HR teams maintain compliance with internal policies and labor regulations. The audit log also ensures accountability, supporting ISO and HR compliance standards. With automated record-keeping, audits become quicker and more transparent.
8. Mobile Accessibility
Employees and managers can apply for or approve leaves directly from their mobile devices. The PowerApps interface ensures a responsive design for on-the-go access. Whether remote or on-site, users can manage leave workflows effortlessly. This mobile-friendly design enhances accessibility, encourages prompt responses, and keeps HR operations uninterrupted.
AscenWork Technologies builds Power Automate and SharePoint workflows that streamline HR processes and reduce manual intervention, ensuring accurate and efficient leave management.
We design leave workflows customized to your organization’s hierarchy, approval matrix, and policy rules for seamless integration and user adoption.
Our solutions integrate with Outlook, Teams, and Power BI, providing a connected environment for employees, managers, and HR departments.
Whether you manage a small finance team or a global enterprise, our solution scales effortlessly. We’ve implemented workflow automation software for organizations across multiple regions, ensuring consistent performance, data security, and accessibility from anywhere.
From planning to post-launch support, AscenWork provides continuous assistance, ensuring your Leave Request Approval Workflow performs efficiently and evolves with your HR requirements.
AscenWork has built world class products on Microsoft 365
Have a question? check these answers.
Approval workflow software automates the process of reviewing and approving business requests — such as purchase orders, expense claims, or HR forms — ensuring transparency, accuracy, and faster decision-making.
Approval workflow routes requests automatically through predefined approval levels. Each approver gets instant notifications via email or Teams, and all actions are tracked within the system for full visibility.
Absolutely. Our approval software integrates natively with SharePoint, Power Automate, Outlook, and Teams, allowing your users to work within familiar Microsoft 365 apps.
Yes, administrators can modify the approver list anytime without interrupting existing workflows, making it flexible for organizational changes.
Your data is securely hosted on Microsoft’s trusted cloud infrastructure, with role-based permissions, encryption, and detailed audit trails ensuring full compliance and protection.
We offer prebuilt approval templates for common processes like purchase orders and HR requests, which can be customized further as per your business requirements.
Yes. The system sends automatic notifications to approvers and reminders for pending requests, ensuring no approval gets missed or delayed.
Implementation typically takes 2–4 weeks, depending on the complexity of your existing processes and integration requirements.
Finance, HR, Legal, Procurement, Manufacturing, and IT teams benefit the most — any process requiring sign-offs or compliance checks can be automated.
We offer both. AscenWork specializes in custom workflow development using SharePoint, Power Automate, and Power Apps to match your exact needs.
Yes. You can view detailed audit logs, approval histories, and performance analytics to ensure transparency and compliance during internal or external audits.
Yes, we provide video training, live workshops, and documentation so your team can confidently use the approval system from day one.
Yes. You can easily configure multi-level approvals, set conditions like amount limits, and define department-based approvers using our customizable workflow builder.
You can automate purchase orders, expense approvals, HR requests, vendor onboarding, document reviews, and more — all using the same platform.
Yes. Every request can be tracked in real time through your dashboard. Users can view who has approved, who’s pending, and the overall progress instantly.
Yes. Our workflows can be deployed both on Microsoft SharePoint Online or On-Premises, depending on your company’s IT policies and infrastructure.
Yes, we develop custom Power BI dashboards that visualize approval performance, pending requests, turnaround times, and departmental insights.
Because we combine Microsoft 365 expertise, custom development, and long-term support, ensuring you get a secure, scalable, and business-ready workflow solution tailored to your organization.
Yes. Our approval workflow software supports multi-department setups, allowing each department to have its own approval rules and processes.
Yes, we offer ongoing support, user training, and workflow optimization after deployment to ensure long-term success and user adoption.