Automated Time Off Approval Queues
Every morning, WebRun opens Freshteam, lists the time-off requests still waiting on an approval, reads who is already booked out in the same week and each requester's remaining leave balance, opens a Trello card per approver, and sends managers a WhatsApp summary of what needs a decision today.
How do I keep pending time-off requests from sitting unapproved?
WebRun keeps time-off approvals moving every morning. It reads the pending Freshteam requests, each requester's leave balance and who is already booked out that week, opens a Trello card per approver, and sends managers a WhatsApp summary, so decisions happen before the cover gap becomes a problem.
- Requests are decided in days rather than waiting on a reminder
- A clash with someone already off is flagged before approval
- Every approver opens a queue that is already checked against the calendar
Built for HR teams · people managers · operations leads · small businesses
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
freshteam.comin a real browser with your saved login - no setup, no API keys. -
1
Freshteam - read pending leave and existing cover
freshteam.com
WebRun opens Freshteam to read pending leave and existing cover. - Open Freshteam and list time-off requests still in a pending state
- Capture the employee, the dates requested, the leave type, and the named approver
- Read the remaining leave balance for each requester
- Check the team calendar for the same dates and note who is already approved to be out
- Read only. Never approve or decline a request
Done when Every pending request is listed with its dates, approver, balance, and any clash.
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2
Trello - queue a card per approver
trello.com
WebRun opens Trello to queue a card per approver. - Create a card per pending request on the approvals board, in the approver's list
- Put the employee, the dates, the leave type, and the days already waiting in the card
- Add a warning line when someone else on the same team is already off those days
- Show the requester's remaining balance so the decision needs no second lookup
- Archive the card once the request no longer shows as pending
Done when Every approver has a card per request sitting in their list.
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3
WhatsApp - tell managers what is waiting
whatsapp.com
WebRun opens WhatsApp to tell managers what is waiting. - Send the managers group a short summary: how many requests are pending and how long the oldest has waited
- Call out any request where cover clashes with someone already booked off
- Flag requests for dates starting within seven days, since those need a decision first
- Include the board link so the approver opens the queue in one tap
Done when Managers know what is waiting and which requests are urgent.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve or decline requests?
No. WebRun only reads Freshteam and queues the decision for the named approver. Every approval and refusal is made by a manager inside Freshteam.
Does it message the employee who asked?
No. The only message it sends is an internal summary to your managers group. Employees hear the outcome from their approver, not from an automated note.
How does it spot a cover clash?
It reads the team calendar for the same dates and flags the request when a colleague on that team is already approved to be off, so two people are not signed off for the same week by accident.
Related templates
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