Who this guide is for: System Administrators. Requires 'Workflow Builder' role.
Overview
In your Workflow Builder, you'll see a folder called Example Workflows when you first open the tool. These are workflows that we've already created for various use cases, ready for you to switch on whenever you like.
Please note – if you have record-based workflows, the Workflow Builder will not read records that have been submitted through the Admin Panel, “Bulk User Update” tool, or Integrations. It will also not read recurring absences.
But what do they actually do? Let's take a look:
An absence has not been authorised yet
This alert will send a reminder to the manager if a holiday request is still pending from one of their team after 5 days. You might find this particularly useful before the end of the holiday year, where unauthorised holidays can negatively affect automatic carryover requests.
Top Tip: Create multiple reminders for 3 days, 5 days, and 7 days if you're having issues with manager approvals.
Absence Form is Incomplete
If you're having issues with managers and staff completing their Return to Work forms, this workflow allows you to set up reminders to both users and authorisers if the form remains incomplete after X days. Be sure to include all relevant sickness absence types in the settings, and you can use branches to send varying emails to users and managers.
Automatically authorise advanced holiday
This workflow will automatically change the holiday request to approved if the user has booked with at least 30 days’ notice. This can be a great time-saver for managers, who would generally be happy to approve a holiday this far in the future.
High duration of sickness in last 12 months
If an employee accumulates 10 or more days of sick leave in the last 12 months, an email will be sent to the HR contact in the system with an absence summary. You can build your own alert similarly to this one, depending on your absence policies.
High occurrences of sickness in last 12 months
If an employee has more than 3 occurrences of sick leave in the last 12 months, an email will be sent to the HR contact in the system with an absence summary. You may have absence policies where you need to send these alerts at 3 months, 6 months, etc.
High remaining entitlement reminder
On 1st October, an email will be sent to any employees with more than 50% of annual leave remaining, encouraging them to use their holiday before the year end. This is a great alert to configure to avoid a large build-up of unused holiday allowance across teams.
Top Tip: Set this workflow to send at the end of every quarter to encourage consistent usage of holiday allowance. You can also include carryover information so staff are aware of your policies.
Inform HR when a long holiday is authorised
When a holiday of more than 10 days is approved, the HR contact will receive an email to make them aware.
Maternity – Reminder authoriser of KIT days
90 days after Maternity Leave starts, an email is sent to the manager to remind them about scheduling KIT days.
Remind managers about holiday from reportees
2 days before one of their team members is due to go on annual leave, a reminder is sent to the manager to schedule a handover if necessary.
Top Tip: You could also include absence length conditions, such as when an employee will be away for more than 5 days.
Reportee’s absence is still open
If one of a manager’s reportees still has an open absence after 7 days, a reminder is sent to the manager to confirm this is expected. This helps avoid managers forgetting to close absences after the employee returns.
Send welcome emails to new users
This sends an email to new users after they’ve been created in the system. It includes a link to your edays system. If Single Sign-On (SSO) is enabled, they will be able to log in with SSO. If not, you may prefer to send them their system login so they can reset their password when visiting the edays login page.
Note: You can enable these workflows at any time, or duplicate and edit them to suit your requirements. You can also create your own folders and build workflows from scratch.
Additional Information
Key terminology:
Workflow: A set of automated actions triggered by certain conditions.
Example Workflows: Pre-built workflows you can switch on or customise.
Permissions required: System Admin role.
Practical tips:
Use example workflows as a starting point, then duplicate and adjust for your policies.
Organise into folders (e.g., location or action-based) for easier management.
Important reminders:
Warning: Workflow Builder will not process records submitted via Admin Panel, Bulk User Update, Integrations, or recurring absences.
Search tip: Use the search function within the platform to quickly find features or settings.