> ## Documentation Index
> Fetch the complete documentation index at: https://docs.justflow.it/llms.txt
> Use this file to discover all available pages before exploring further.

# Vacation Approval BPMN template: request to HR record

> A ready-to-use BPMN 2.0 vacation approval template covering request, leave balance check, manager decision, and HR recording. 19 elements, simple.

The Vacation Approval template gives you a clean, ready-to-run BPMN 2.0 diagram that models everything that happens between an employee submitting a time-off request and HR logging the approved vacation. With 19 clearly labelled elements across a single pool, the process is simple enough to understand at a glance yet complete enough to drop straight into a real HR workflow.

## What this template covers

This template walks through four core stages of the vacation approval lifecycle:

1. **Employee submits a vacation request** — the process starts when an employee raises a request, capturing the dates and any supporting notes.
2. **Manager checks the balance** — before making a decision, the manager reviews the employee's available vacation balance to confirm entitlement.
3. **Manager approves or rejects** — an exclusive gateway routes the request: approved requests move forward, rejected requests loop back to notify the employee.
4. **HR records the approved vacation** — once approved, HR logs the vacation in the system of record, closing the process.

## Template details

| Field      | Value           |
| ---------- | --------------- |
| Category   | Human Resources |
| Complexity | Simple          |
| Elements   | 19              |
| Format     | BPMN 2.0        |

## Use cases

* **Standardize your vacation approval process** — replace ad-hoc email chains with a consistent, repeatable flow that every stakeholder can follow.
* **Enforce balance checks** — the built-in balance-review task ensures managers always verify entitlement before approving, reducing payroll errors.
* **Build an audit trail for HR** — every decision point is captured in the diagram, making it straightforward to demonstrate compliance or investigate disputes.

## How to get started

<Steps>
  <Step title="Open the template">
    Go to the template page: [justflow.it/templates/vacation-approval](https://justflow.it/templates/vacation-approval).
  </Step>

  <Step title="Sign in or create a free account">
    If you don't have an account yet, creating one takes under a minute — no credit card required.
  </Step>

  <Step title="Load the diagram in the editor">
    The Vacation Approval diagram opens automatically in the Just Flow It editor, ready to explore or edit.
  </Step>

  <Step title="Customize with AI or manually">
    Use the AI assistant to adapt the template in plain English, or drag, drop, and edit elements directly on the canvas.
  </Step>

  <Step title="Export or share">
    Export your finished diagram as a BPMN 2.0 XML file, PNG, or SVG — or share a live link with your team.
  </Step>
</Steps>

<Note>
  Templates are free to view. Editing and exporting require a free account — no credit card needed.
</Note>

## Customization prompt examples

Not sure where to start with the AI assistant? Try pasting one of these instructions into the prompt bar after opening the template:

* **Add an HR pre-screening step** — *"Add a task before the manager review where HR checks whether the requested dates conflict with a company blackout period."*
* **Handle a multi-level approval** — *"Insert a second approval task so that requests for more than 10 days require sign-off from both the line manager and the department head."*
* **Automate the balance check** — *"Replace the manual balance-check task with a service task that queries the HR system API and routes automatically based on the result."*

<Tip>
  The more specific your prompt, the better the result. Mention element names from the existing diagram (for example, "the Check Balance task") to help the AI place changes in exactly the right spot.
</Tip>

## Related templates

Looking to automate more of your HR workflows? These templates pair well with Vacation Approval:

* [Employee Onboarding](/templates/employee-onboarding) — map the full journey from offer acceptance to a productive first week.
* [Hiring Process](/templates/hiring-process) — standardize your recruitment pipeline from job posting through to offer letter.