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Leave requests by email: HR approval with leave balance

An employee emails a leave request. The AI reads dates and duration, the workflow looks up the leave balance in your Table (columns email, days_left), and HR approves with balance and dates in view. Approval adds an all-day event to the calendar and drafts the confirmation; a refusal drafts a kind answer.

By
Loop & Roll team · Official
Copied
0 times
Steps
10
Version
1 · 18 October 2026
Requires
Loop & Roll 1.0.0 or later

Workflow graph

Leave requests by email: HR approval with leave balance Hover a node to see its role · Drag to move the graph
Leave request received — Email receivedLeave request receiv…Email receivedRead the request — ExtractRead the requestExtractModelLook up the leave balance — Table — find a rowLook up the leave bal…Table — find a rowfoundnot foundHR approval — ApprovalHR approvalApprovalapprovedrejectedAdd the absence to the calendar — Calendar — create an eventAdd the absence to t…Calendar — create an eventWrite the confirmation — Compose (AI)Write the confirmationCompose (AI)ModelSave the confirmation as a draft — SendSave the confirmatio…SendWrite the refusal — Compose (AI)Write the refusalCompose (AI)ModelSave the refusal as a draft — SendSave the refusal as a…SendTell HR: no balance found — NotifyTell HR: no balance f…NotifyOpenAI — OpenAI (GPT)OpenAIgpt-5-mini
Leave requests by email: HR approval with leave balance

How it works

  1. 1

    Leave request received

    trigger.email

  2. 2

    Read the request

    ai.extract

  3. 3

    Look up the leave balance

    table.find

  4. 4

    HR approval

    flow.approval

  5. 5

    Add the absence to the calendar

    google_calendar.create_event

  6. 6

    Write the confirmation

    ai.compose

  7. 7

    Save the confirmation as a draft

    mail.send

  8. 8

    Write the refusal

    ai.compose

  9. 9

    Save the refusal as a draft

    mail.send

  10. 10

    Tell HR: no balance found

    notify.send

What you will fill in after import

Nothing personal travels with a template: connections, mailboxes, tables and recipients are left blank for you to pick in your instance.

Tables to choose
Look up the leave balance · table
Connections to choose
Add the absence to the calendar · credential (gmail_oauth) OpenAI · connection (llm_provider)
Mailboxes to choose
Save the confirmation as a draft · mailbox Save the refusal as a draft · mailbox
Secrets to fill in
Tell HR: no balance found · webhookUrl

See also

More in Approvals

All templates