HR · Vonza Forms template
Time-Off Request Form Template
A crisp leave request on one screen: who is asking, their manager’s email, the type of leave, the first and last day off, who will cover their work and any notes.
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What a time-off request form is for
A time-off request form is how an employee asks for leave in writing: the type of leave, the dates, who covers the work and anything the manager should know. A form makes every request complete and leaves a dated record of each one.
This template fits on one screen in the Slate look. It asks for the employee’s work email and their manager’s email, four leave types, a first and a last day off side by side, and who will cover. Everything is required except the cover and the notes, so a request cannot arrive without dates.
Who uses it
- Small businesses that track leave without an HR system.
- Team leads who want every request in one list instead of chat messages.
- Schools, clinics and shops planning rotas around staff leave.
- Agencies keeping a record of leave for client planning.
What’s in the template
Every question exactly as the template builds it, page by page. Change, add or remove any of them in the editor.
Form title: “Request time off”. One page. Look: Slate.
Questions
- Your nameName · required
- Work emailEmail · required
- Manager’s emailEmail · required
- Type of leaveMultiple choice · required · Annual leave, Sick leave, Parental leave, Unpaid leave
- First day offDate · required
- Last day offDate · required
- Who will cover your work?Short answer
- NotesLong answer
Button and thank-you screen
- Submit button: “Send request”
- Thank-you screen: “Request sent”, Your manager will approve or follow up by email.
How to customise it
A template is a starting point: every word, question and colour stays editable.
Your leave types
Rename the options to your policy, such as study leave or a day in lieu, and add a Number block for the days requested.
Route it to the right people
Add HR or team leads, up to five people, to the email you get on every response, so each request reaches them the moment it is sent.
Ask for a note from a doctor
Add a File upload block and a logic rule that shows it only when the leave type is sick leave.
Match your approval process
Rewrite the thank-you text to say what happens next in your team, and use the review status on each response to track where it stands.
What happens after someone submits
The same Vonza Forms settings run behind every template. These are the ones this form uses.
- 01
The response arrives in Responses
Each response opens with every answer, the device and the time it took. Export all or some of them to CSV or Excel, or download one as a PDF.
- 02
You and your team are told
The email to you goes to you and up to five teammates on every response, with all the answers or a message you write, plus an in-app notification.
- 03
The respondent becomes a CRM contact
Everyone who leaves an email (here, “Work email”) becomes a contact in your Vonza CRM, tagged with up to ten tags you choose. Existing contacts keep their details.
- 04
They get a confirmation
Turn on the email to the respondent, with your own subject and message, and attach their answers as a PDF.
- 05
Automations and webhooks take over
Use “Contact fills this form” in Automations to enrol people in a course, start an email sequence or add them to a list, or post each response to Zapier, Make or your own server with a webhook.
Each request lands in Responses with both dates; mark it In progress while you check the rota and Done once it is approved, and export the list to CSV or Excel for payroll.
For other forms your team fills in, read about Vonza internal request and intake forms, or see the Vonza form builder and automations that follow each request.
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Frequently asked questions
About the time-off request form template
No. The form collects the request and notifies the people you choose; the approval happens in your own process. The review status on each response (New, In progress, Done) keeps track of where it is.
Yes. Every request stays in Responses with its dates and the time it was sent. Filter by person or date and export to CSV or Excel.
Yes. Share the link or a QR code; the form works on any screen.
Yes, through a webhook: each new response is posted to Zapier, Make or your own server, which can add it to a sheet or another tool.
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