Who it’s for: Administrators
Platform: Web app (Sense HR & Automate)
Available on: Elite and above
We’ve updated this workflow! Here’s a brief overview of the key improvements.
Improved Screen Design: The user interface has been enhanced for better clarity and ease of use.
Automatic Entitlement Updates: After the 30-day window, completed forms will automatically update their entitlement.
Access Control for Incomplete Forms: Incomplete forms will be removed after 30 days, preventing further submissions without prior discussion with an admin or manager.
Introduction
This workflow allows administrators to trigger a task to one or more people, prompting them to complete their Buy and Sell holiday form for the following year, and updates their entitlement accordingly.
It provides a simple way to gather preferences in advance, ensures employees are reminded at the right time, and helps HR maintain accurate records without the need for manual follow-up.
This information is fully reportable.
How it works
From the People list, select one or more users.
Choose Open Buy/Sell Holidays.
3. A task and email will be sent to each selected person, asking them to submit their Buy/Sell holiday preferences for the next year.
4. They will have 30 days to complete this.
6. Once a form is submitted, all admins and the employee's manager will receive confirmation email.
5. Once the 30 days are up:
those who completed their task will have their next year's entitlement updated.
any incomplete tasks will be removed
Key details:
Employees can choose to buy or sell holidays (up to a default maximum of 5).
You can adjust this limit via the Screen Designer if required.
Once submitted, this can only be edited by an Admin.
Screen customisation
This workflow comes with predefined options and set permissions.
You have the ability to add or edit some of the fields using the Screen Designer. When making changes to the fields on this screen, it’s important to also update the Screen Variants.
Click here for an article on how to create or edit a screen, and scroll to the bottom of the page to learn more about Screen Variants.
When editing a screen that is related to a workflow, it is important to ensure that any requirements are taken into account. Please check the Requirements section of this article.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
When you deploy it, a Holiday Buy and Sell screen will be added to the Employee Profile template - unless one already exists with the exact same name.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
When a screen is automatically added during workflow deployment, all required fields, permissions, and best-practice recommendations are included by default.
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Fields
Field Type | Field Name | Notes |
Text field | Holiday Year | This gets pre-populated with next year and should not be edited |
Dropdown | Buy or Sell | The name of this field should not be edited, you can add additional options but only Buy and Sell will affect entitlement. |
Dropdown | Holiday Amount | The name of this field should not be edited, but you can add more numerical options to this. |
Required Screen Variants
Variant Name | Notes |
Employee | In this variant we define what the review will see and edit from the task. It's important to leave holiday year to View Only as this is populated within the workflow. Select Edit for the options they need to complete. |
Best Practice
We advise for this screen to not be editable under any non-admin permission schemes. Once the task is complete, the workflow is waiting to update their entitlement accordingly therefore should not be edited.