Digital vacation application implemented quickly and easily

Published June 13, 2024

Dominik Schiller Inbound Marketing Manager d.velop AG

In the evening on the couch, you quickly plan your vacation, check hotels and fill out and send the digital vacation application. Sounds perfect? However, the reality is different in many companies: the employee plans his vacation and is full of anticipation. But then he remembers that he still has to fill out a vacation application and have it approved – and on paper too! This means: print out the form, fill out the application and sign it. The application is then sent to the supervisor for approval, then to the human resources department. In the meantime, questions arise such as:

  • Are the remaining vacation days correct?
  • Did the employee fill in the values ​​correctly?
  • Who represents the employee during their absence?

This complexity automatically leads to subsequent coordination efforts and is prone to errors. And that’s not all – the application may have to be printed out, filled out and signed again. The employee’s vacation booking is delayed and it may be too late, because the special offer is no longer valid or the hotel is fully booked. The team members certainly don’t have much joy when applying for a vacation and for them: their superiors and the human resources department, the whole paper chaos is annoying and costly.

This blog article shows you how the digital vacation application can be implemented quickly and easily in any company. Let’s first look at the status quo in the HR department.

Digitalisation of HR processes

The digitalisation of business processes in companies has increased in recent years and this also includes processes in human resource management. HR processes are complex activities in the human resources department that contribute to the company’s success.

The status quo

The degree of digitalisation of human resources processes often depends on the company’s level of digitalisation. In a study by aconso and the Niederrhein University of Applied Sciences, 51% of respondents stated that there are no automated administrative processes in the company yet. Conversely, this means that 49% of the people surveyed already have digital processes in place. But which processes are automated the most? The top three processes that have already been automated in companies are working time recording (68.9%), vacation requests (55.6%) and paperless payroll (51.1%).

But what about long-term planning: When will full automation be implemented in the human resources departments? The largest group at 21.5%, estimates that it will take another 3-4 years. Furthermore, 20% even say that the topic of full automation has no relevance at all for the HR department and will therefore not be pursued in the long term.

Benefits from automating processes

As in all areas of the company, the digitalisation of processes in the human resources department, such as digitally mapping vacation requests, offers many advantages.

The biggest advantages include cost and time savings, which can arise primarily from shortening throughput times and automatically monitoring contract deadlines.

In addition, work processes can be simplified as a result of digitalisation. This helps HR managers to concentrate on value-adding tasks that for example, require more human understanding and know-how.

In addition, a study indicates that the digitalisation of processes increases employee satisfaction and thereby increases the attractiveness as an employer.

  • Cost and time savings
  • Workflows are simplified
  • More time for value-added tasks that require human understanding and expertise
  • Increasing employee satisfaction and attractiveness as an employer
  • Design simple processes digitally

The digital vacation application as an introduction to digitalisation

It doesn’t have to be full automation. It is also possible to start with small steps and automate simple (sub-)processes.  

When digitising the vacation application, the use of DMS can be the starting point for digitising other processes in the company. This doesn’t just apply to the human resources department, where a digital personnel file is conceivable, for example. Also in accounting (e.g. in the context of digital invoice processing, in contract management and general digital file management towards a paperless office.  

Digital personnel files for the age of remote working

By introducing a digital vacation application, time and money can be saved, whilst at the same time creating a high level of transparency.  

Introduction of a digital vacation application

The first step in digitising the vacation application is defining a process model. The roles and responsibilities of all those involved and their representatives are crucial for the digitalisation and automation of the process model. This means the vacation application process can be processed digitally.  

Using a form that is integrated into the intranet or company portal, for example, all employees can fill out their vacation application. Processing can take place via a document management system, which forwards the applications to the responsible person using a workflow. This means that the supervisor receives an immediate notification when an employee has submitted a vacation request. Criteria for checking and approval are also stored in the workflow, making the decision easier for the supervisor.  

All in one: The vacation request digitally via app 

Of course, the digital vacation request is also possible in an employee app or the vacation request app  from d.velop App Builder alphaflow. 

With the vacation application app, you can map the approval process digitally. Via the app, a dashboard provides a clear overview of for example: open tasks, your own applications as well as vacation days taken and outstanding. You can also manage vacation accounts, special vacations and public holidays, offering a complete solution at the touch of a button that optimally adapts to your individual needs. 

Advantages of the digital vacation application 

The digitalisation of (HR) processes already brings companies a number of advantages. But digital vacation planning alone offers employees, human resources departments and the entire company great added value:  

  • more transparency 
  • No paper chaos 
  • Shorter processing times 
  • Lower costs 

Paper chaos, lost vacation applications or verbal vacation confirmations are a thing of the past. Thanks to the digital vacation application, every employee knows what the status of their application is. By looking at the dashboard, they can see whether the application is approved, in progress or rejected. In addition, the processing time is significantly reduced.   

Managers have an instant overview of which employees are on vacation. Displaying the vacation days still available, also offers managers planning security regarding the availability of team members. Employees benefit from automated services, negating manual vacation calculations and receiving notifications of all transactions.

Clearly defined workflows and role distributions in the system help with necessary changes, for example if the annual vacation entitlement changes.

Last but not least, costs are also saved. Especially for printing and paper as well as filing. Time savings also play a role here. Both in the HR department and among managers. The employee is spared having to wait for the vacation request to be approved, which ultimately increases satisfaction.  

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