Configuring Vacation and Day-Off Requests in Bitrix24
An employee messages their manager in a messenger: "Can I take vacation from the 15th?" Manager replies "OK." HR finds out about it when the employee doesn't show up. No one's counting remaining days. Vacation overlaps in the department are discovered after the fact. Year-end reveals half the team has unused days while the other half is over budget. Vacation requests through Bitrix24 end this chaos.
Business Process for Request Submission
A vacation request is submitted through a list or smart process in Bitrix24. The employee fills out a card:
- Type of vacation: annual, unpaid, educational, day-off
- Start and end dates
- Comment (if needed)
- Substitute employee
After submission, an approval business process starts. The employee sees their request status in real time: "Pending," "Approved," "Rejected."
Approval Chain
The approval route depends on vacation type and duration:
- Annual vacation up to 14 days — department manager approval → HR notification.
- Annual vacation 14+ days — department manager → HR → director.
- Day-off (1–2 days) — department manager only.
- Unpaid time — department manager → HR → director.
Each approver gets a notification in Bitrix24 with the request card. There are "Approve" and "Reject" buttons with a comment field. Decision deadline is 2 business days. If overdue—escalation to higher management.
Overlap Detection
Before sending for approval, the business process automatically checks:
- No overlap with other department employees' vacations. If more than 30% of the department is on vacation simultaneously—request goes for approval with a warning.
- Substitute employee is specified. If not—process returns request to author.
Balance Tracking
Each employee has a vacation day balance. When a request is approved, the balance automatically decreases. HR sees a company-wide summary:
- Days allotted to each employee
- Days used
- Days remaining
- Who hasn't taken time off in more than 6 months
Balance is recalculated at year start. Rules for carrying over unused days are set in process settings.
Calendar Integration
Approved vacation automatically creates an event in the department calendar and employee personal calendar. Colleagues see who's on vacation without asking. The event is marked as "All Day" and shows in the absence schedule.
If vacation is cancelled or moved, the calendar event updates automatically.
What We Configure
- Smart process or list for request submission with required fields
- Approval routes by vacation type and duration
- Automatic overlap checking in department
- Vacation day balance tracking with annual recalculation
- Sync of approved vacations with Bitrix24 calendar
- Notifications and escalations on approval delays