Vacation request made easy with a digital questionnaire

A vacation request is a form in which an employee notifies his employer of his vacation wishes.

The days or weeks on which the employee would like to take leave in the current or upcoming year are entered in the request.

This is then checked for feasibility by the management, a human resources department or someone responsible for vacation administration and approved accordingly or rejected due to, for example, scheduling conflicts.

Managing vacation requests in paper form can lead to a paper jam for companies. Especially shortly before the peak season, it is possible that applications are forgotten or even lost due to the lack of clarity. At the same time, the department responsible for this is subjected to a considerable workload.

Furthermore, it can take longer to process a paper form than an online application, as applications may need to be typed, archived and additionally managed. Employees can also only submit a paper application on-site, which is inconvenient for employees working from home or on a business trip.

And what if the completed form was filled out incorrectly or incompletely? This results in a delayed approval process and the application process starts all over again. With electronic submission, you have the ability to prevent potential sources of error up front through logic and validation checks.

With a digital vacation application, you make it as convenient and uncomplicated as possible for your employees to apply for vacation. But you also make the processes easier and more efficient for the person or department responsible for leave administration.

A vacation request form as a digital questionnaire can help you achieve these goals.

The digital nature of the questionnaire means that you can integrate the leave request form into your company’s intranet or collaboration platform, for example, and make it available to your employees, whether they are in the home office or at work.

Furthermore, you avoid that responsible persons or departments lose the overview. This makes it possible for requests to be processed faster and for employees to receive timely feedback on the status of their leave request. This not only saves time and money, but also reduces the effort involved in the process.

We have listed the other possible advantages of a vacation request in the form of an online questionnaire below:

• Easy creation and processing
• Individual design of the application according to your corporate identity is possible
• Incorrect or incomplete data can be reduced by validating the entries
• Automated transfer of data can be possible through the connection to your tools
• Collection and processing of data according to DSGVO possible


The fact is, with the digitization of leave applications, you take the next step in converting your company’s internal administrative processes to electronic and efficient.

A leave request basically does not need a lot of information and is created quickly. What information is needed in a leave request depends on your requirements. However, there are a few pieces of information that are mandatory. Below we have listed them for you:

1. Contact details of the employee
Here, the applicant should provide data such as name, email address, department or personnel number. Especially in larger companies with many employees, more detailed information about the applicant is required, such as department and personnel number. The specification of the e-mail address is important in this respect, in order to be able to give the employee prompt feedback on the application.

2. Vacation period
In addition to the start and end of the requested leave, this also includes the number of working days used.

3. Type of vacation
Not all vacations are the same. Here, different types are distinguished. The classic type of vacation is the paid statutory vacation. However, a vacation claim is also possible on the basis of compensatory time off, which is granted by additional days off due to overtime worked.

Furthermore, there are also claims to leave that are extraordinary cases. These include unpaid leave and special leave. However, such a request must usually be justified by the employee so that it can be approved.

Yes. Leave requests created with easyfeedback can be integrated to over 2,000 of the most popular apps such as CRM, marketing, office and other tools via the Zapier web application. In addition to easyfeedback, you also need an account with Zapier. Afterwards, by creating automated workflows in Zapier, you can have the data transfer from your leave request form and possible follow-up actions begin.

More information about the possibilities of integrating easyfeedback with other tools can be found here.

You can customize everything about our leave form template the way you need it. 

Replace the existing questions and fields or add new ones, customize the vacation request form layout to match your company’s colors and fonts, for example, or send an automatic email confirmation after filling out the request. 

Our vacation request template only serves as an inspiration for how you can design the online form with easyfeedback. Try it out!

Yes, our vacation request form is data protection compliant. Not only do we offer the option of making the forms GDPR compliant with, for example, an individual data protection notice and a consent checkbox, but the collection of the required data for the vacation application is always data protection-compliant with easyfeedback.

Thanks to our technical features such as data encryption or the ISO27001 certification of our German servers, we also offer maximum security for survey participation. 

You can rely on our data protection! 

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