Automate Employee Leave Approvals with GPT, Gmail & Calendar Integration

Description

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