Leave Request

Leave requests managed through email or informal conversations give HR and managers an incomplete and unreliable picture of who is off, when, and whether the request was properly authorized. Requests overlap with no visibility until it is too late. Managers approve without a record of their decision. And when HR needs to report on leave taken across the organization, the information is scattered across inboxes rather than in a searchable, structured system.

The Leave Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured, three-tab leave request system — covering request details, task tracking, and manager approval — with automated day calculation, color-coded calendar views, and tab-level permissions controlling what each role can see and edit throughout the process.

How it works

Request Details tab

Employees submit leave requests through a structured form capturing the leave type, a brief description of the purpose, the start and end dates, and whether the last day is a half day. The requester and their manager are identified within the same form, giving the system everything it needs to route the request correctly without additional configuration per submission. Once submitted, Ultimate Forms Actions automatically calculate the number of days being requested from the dates entered — no manual counting required.

Tasks tab

For organizations that require handover tasks to be completed before a leave request can be finalized, the Tasks tab supports a linked sub-list of tasks associated with the request. Each task has its own owner and completion status, and the overall task progress is visible within the leave record. This ensures that managers can confirm handover is complete before approving the request, without relying on a separate conversation or checklist.

Approval tab

The Approval tab is visible to the manager and captures their decision on the request — approved or rejected — alongside the reason for their decision. Tab-level permissions control access throughout the process: employees see their own request details, managers see the approval tab when it is their turn to act, and HR has visibility across the full record. Automated alerts notify the manager when a new request requires their attention, and notify the employee when a decision has been recorded.

Calendar and list views

All approved leave requests are displayed in a color-coded calendar view, giving managers and HR an immediate visual picture of team availability across the organization. The list view provides a filterable record of all requests — past, pending, and approved — searchable by employee, leave type, date range, or approval status.

What you get

• A three-tab leave request form covering request details, handover task tracking, and manager approval
• Leave type, start and end dates, half-day option, requester, and manager captured in a structured format
• Automatic day calculation from submitted dates using Ultimate Forms Actions
• Linked task sub-list for handover tracking with progress visibility within the leave record
• Manager approval decision and reasoning recorded in the Approval tab with tab-level permission control
• Automated notifications to managers on submission and to employees on decision
• Color-coded calendar view of all approved leave for team availability planning
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Leave Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All leave request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.