n8n Time Off Request Automation: Form, Gmail Approval & Sheets

Automate Time-Off Requests end-to-end in n8n—Form Intake, Gmail Manager Approval, and Google Sheets Balance Control

This n8n workflow turns time-off requests into a fast, controlled process: employees submit details via an n8n Form, the workflow validates balance and overlapping absences using Google Sheets, and the manager approves in a two-click Gmail approval email. Approved requests automatically update balances, create Google Calendar events, and log outcomes back to Sheets.

What this workflow does

• Receives time-off requests submitted through an n8n Form (dates, absence type, employee email, and manager email).
• Validates employee records by searching the “Saldi” tab in Google Sheets for the employee’s email; if not found, it emails HR via Gmail.
• Checks date validity and working days: counts requested days excluding Saturday and Sunday, and stops with a Gmail notice if dates are invalid or balance is insufficient.
• Detects overlap with approved absences by reading the “Richieste” tab and flagging conflicting approved requests in the same department.
• Sends manager approval using a Gmail “Send and Wait for Response” email featuring approve/reject buttons (including an overlap warning when relevant).
• Updates systems on outcome:
  • If approved: updates the employee’s remaining balance in Google Sheets, creates an all-day absence event in Google Calendar, and emails the employee a confirmation via Gmail.
  • If rejected or blocked: notifies the employee via Gmail and appends the request + outcome to the “Richieste” tab.

Use cases

• Centralize time-off intake for a small HR/PeopleOps team using an n8n Form instead of email threads.
• Enforce remaining balance rules automatically with Google Sheets-backed “Saldi”.
• Prevent staffing conflicts by detecting overlapping approved absences by department.

Technical details

• Google Sheets tabs: “Saldi” (email, nome, reparto, giorni_residui) and “Richieste”.
• Google Calendar all-day events for approved absences.
• Gmail notifications to employee, HR, and manager; manager uses Send and Wait for Response approval buttons.
• n8n Form trigger, plus workflow logic nodes such as if, set, code, and a sticky note for guidance.

Setup tip: Create the Google Sheets file with tabs named exactly “Saldi” and “Richieste” to match the workflow.