Automate Employee Leave Approvals with GPT, Gmail & Calendar Integration

How it works

This workflow automates the complete employee leave approval process from submission to final resolution. Employees submit leave requests through a form, which are summarized professionally using AI and sent for approval via email. The workflow waits for the approver’s response and then either sends an approval confirmation or schedules a clarification discussion automatically. All communication is handled consistently with no manual follow-ups required.

Step-by-step

• Step 1: Capture leave request, generate summary, and request approval

  • On form submission – Captures employee details, leave dates, reason, and task handover information.
  • AI Agent – Generates a professional, manager-ready summary of the leave request.
    • OpenAI Chat Model – Provides the language model used to generate the summary.
    • Structured Output Parser – Extracts the email subject and HTML body from the AI response.
  • Send message and wait for response – Emails the summary to the approver and pauses the workflow until approval or rejection.
  • If – Routes the workflow based on the approval decision.

• Step 2: Notify employee or schedule discussion automatically

  • Approved path
    • Send a message – Sends an official leave approval email to the employee.
  • Clarification or rejection path
    • Booking Agent – Determines the next business day and finds the first available 10-minute slot.
      • OpenAI – Applies scheduling logic to select the earliest valid slot.
      • Get Events – Fetches existing calendar events to avoid conflicts.
      • Check Availability – Confirms free time within working hours.
      • Output Parser – Extracts the final meeting start time.
    • Send a message1 – Emails the employee with the scheduled discussion details.

Why use this?

• Eliminate manual approval follow-ups and email back-and-forth
• Ensure consistent, professional communication for every leave request
• Automatically handle both approvals and clarification scenarios
• Reduce manager effort with AI-generated summaries
• Schedule discussions without manual calendar coordination