# Vacation and leave approvals > Employees request time off on their phone; your rules check the balance, the notice and team coverage, the manager approves in one click, and the calendar and payroll are told. Page: https://www.visiona.ca/en/solutions/vacation-approvals Français: https://www.visiona.ca/solutions/approbation-vacances.md **Who it is for**: Managers and HR in businesses of 10 to 200 employees See the demo: https://www.visiona.ca/solutions/approbation-vacances/demo (Demo on fictional data.) ## The problem Requests arrive by email, text or paper; balances are checked in a spreadsheet, payroll is not told, and two people from the same team leave the same week. - Balances never up to date - Teams short-staffed in peak season - Employees waiting for an answer ## What changes Every request arrives checked; the manager decides in one click, and everyone is told at once. - An answer the same day - Balances always right - Each team's coverage protected ## How it works - The employee requests time off in the application, on their phone - Your rules check the balance, the notice and how many are away per team - The manager approves or refuses in one click, with the reason - The employee, the team calendar and payroll are told ## Anonymised use case: An installation company, 60 employees in 5 teams Requests reach managers by email and text; balances are tracked in an HR spreadsheet, and payroll is told by hand. | Per transaction | Before | With the brain | |---|---|---| | Handle a request | 15 min | 1 click | | Update the balance | 5 min | automatic | | Tell payroll | 5 min | automatic | | 40 requests a month | 17 h | 1 h | ### Mistakes the rules avoid - Enough balance under the policy and seniority - 14 days' notice - At most one person away per team per week in peak season - Approval despite a rule: logged with who approved ### Exchanges avoided - The "did you see my request?" emails and texts - Balance checks with HR - Payroll notices done by hand About 15 hours a month given back to managers and HR, and no team left short-staffed by surprise. *Estimates from our projects, for one complete operation; your volumes change the total.* ## Custom built, from a proven base This is not off-the-shelf software. The solution has already been built and run in production; your project starts from that code, then everything is fitted to your team: - **Your integrations** built for your systems, through their API, not a generic connector. - **Your data sources** your email, your ERP, your Excel files, as they are today. - **Your rules** written in code with your team, then checked on last month's data. - **Your interface** the screens, approvals and alerts your team needs, nothing more. Starting from a proven base means a first result on your own data in the first week. ## What the solution includes - Vacation, leave or personal-day requests on a phone - Balances calculated from your policies and seniority - Rules: notice, coverage per team, blackout periods - One-click approval by the right manager - Team calendar updated in Outlook - Payroll told; history of every decision - A team view of absences, week by week ## Systems already integrated, for example - Identity and calendar: Microsoft 365 and Outlook, Google Workspace - Payroll: your payroll software or an export for your provider - Your current Excel balance files, to start Each integration is built for your systems. Yours isn't listed? We integrate it through its API. ## Your first three sprints 1. **Connect** Your sources are connected and a first version runs on your real data. 2. **Rules** Your rules run on last month's data and are compared with what the team did by hand; every gap is explained. 3. **Release** One team uses it first, with every decision tracked, then we widen. ## Price **$1,500 CAD** per sprint, one week. One sprint = one usable feature. - **Fixed price, known upfront** No hourly rate, no overruns. - **Sprints on demand** Stop before the next invoicing cycle, no penalty. - **You keep everything** Every feature delivered is yours, even if you stop. ## Our commitments - **Working code every week** Every sprint ships something your team uses. - **You own everything** The code, the database, the servers. No licence. - **Rules you can check** Your rules written in code, every decision logged. - **Fixed price, stop anytime** One feature a week, no long-term contract. ## Frequently asked questions ### Our vacation policies are specific. Is that a problem? No. The rules are written from your policies: seniority, blackout periods, how many may be away per team. We check them with you on your past requests. ### Do employees have to install an app? No. The application opens in the phone's browser and installs in one tap, without an app store. They sign in with their work account. ### Can a manager approve a request that breaks a rule? Yes, if they decide to: the rule is shown, and approving despite it is logged with who did it. ### What about payroll? Payroll is told at each decision, or receives an export every period, depending on your software. ### Who owns the code? You do. The code, the database and the servers are in your name from the first sprint. No licence, no per-user fee. ### Do we have to change our ERP or accounting software? No. We work around your systems. If there is no accounting software yet, QuickBooks or Zoho Books is enough as the ledger. ### What happens if we stop? Nothing breaks. You keep the code, the data and the documentation; another team can take over. ## Discovery questionnaire Two questions to prepare our first conversation. One minute. https://www.visiona.ca/en/solutions/vacation-approvals#questionnaire ## Other solutions - [Automated supplier invoices](https://www.visiona.ca/en/solutions/supplier-invoices.md) - [Technician dispatch](https://www.visiona.ca/en/solutions/technician-dispatch.md) - [E-signature and contract management](https://www.visiona.ca/en/solutions/e-signature-contracts.md) - [Quotes in minutes](https://www.visiona.ca/en/solutions/quotes.md) - [Automated bookkeeping and bank reconciliation](https://www.visiona.ca/en/solutions/bookkeeping-bank-reconciliation.md)