For the employee
From leave question to clear request.
Understand the arrangements, check the available information and know whether a request still needs confirmation or approval.
Leave with ArchieTaking time off.
Taking time off.
All taken care of.
How do I request time off? How many hours do I have left? Archie helps employees with leave questions and, with the right integrations, can prepare and submit a request.
Your leave policyYour HR systemYou stay in control
Leave Agent · Archie for HR
Fewer individual steps. More oversight of leave.
AI for leave requests helps employees find the right policy and request process. Archie’s Leave Agent can also show available balances and request status when your HR system is connected. With a configured workflow, Archie can submit a confirmed request. Your system and approval process remain leading.
For HR and managers
Less time spent figuring out the same questions.
Make the request process clear and let employees provide the right information. The authorized colleague stays informed about assessments and exceptions.
How Archie helps with leave
A day off starts with clarity.
Follow Sam through a request, a question about their balance and a change. See how policy, system data and confirmation come together.
In conversation with Archie
ArchieAnswer & next step
ExampleSam · EmployeeI want to take my entire workday off on Friday, November 20. Can you submit that request?
Archie
According to your schedule, that is 8 hours. Your available holiday balance is 32 hours. Would you like to request 8 hours of holiday for Friday, November 20, from your manager?
Connected HR system · Schedule and available balanceSam · EmployeeYes, submit that request for 8 hours of holiday.
Archie
Your request has been received by the HR system and is awaiting approval from your manager. The day off has therefore not yet been approved. You can track the request status in the employee portal.
System confirmation · Awaiting approvalWhat happens behind the conversation
Check first. Then submit the request.
- Retrieve the right informationUse only the schedule and balance of the employee who has access for this purpose.
- Have the employee confirmShow the date, leave type and hours before submitting the request.
- Return the status receivedOnly report receipt after receiving the system response. Approval remains a separate step.
ArchieAnswer & next step
ExampleSam · EmployeeHow many holiday hours do I have left?
Archie
The connected HR system shows 32 hours of available holiday balance. There is also an open request for 8 hours. I cannot determine whether that request has already been included in the balance shown.
Connected HR system · Balance and pending requestSam · EmployeeWill I have 24 hours left after approval?
Archie
I can’t confirm that based on this information. Check the balance calculation in the employee portal or ask HR how pending requests are processed. I won’t deduct the 8 hours again without that information.
Unclear balance calculation · Review by HRWhat happens behind the conversation
A balance with the right context.
- Show the available source dataMake clear which balance and pending request the HR system returns.
- Check what the balance meansAvailable balance may already account for reservations. Document that processing in advance.
- Prevent an incorrect calculationIf the context is missing, provide the route to the portal or HR.
ArchieAnswer & next step
ExampleSam · EmployeeI requested leave for Friday, but I’d rather have Monday off.
Archie
Your request for Friday is still pending. In this example, you change the request through the employee portal. The changed date must be reviewed again by your manager.
Request status + instructions for changing leaveSam · EmployeeHas Friday now been cancelled automatically?
Archie
No, nothing has been changed in this conversation yet. Update the request through the agreed route and check the confirmation in the HR system. Until then, the existing record remains leading.
Change not yet completedWhat happens behind the conversation
Plans change. The record must keep up.
- Check the existing requestA pending request may have a different change route than leave that has already been approved.
- Follow your change processExplain where the employee makes the change and who reviews it.
- Make the record status explicitA discussed change is not a completed change. Use the confirmation from the system.
Illustrative conversations with fictional balances, schedules and requests. Personal data and actions require appropriate access, a supported integration and configured controls.
What Archie supports for leave
From policy to request.
Start by explaining your leave policy. Add personal data and request submission where your systems and processes support this.
01 · Your policies
Know how to request time off.
Help employees find the request route and understand the conditions in your leave policy. Archie explains what information is needed and who reviews the request.
Needed: current policies, request instructions and contact routes.
A clear request routeExample
Which policy?Your leave policy
What should I provide?Date, type and hours
Who reviews it?According to your process
Aligned with your process and available information.
02 · Permitted data
See what’s in the system.
With a suitable integration, Archie can retrieve the available leave balance and the status of a request. The employee sees what has been recorded and which step is still outstanding.
Needed: HR integration, access control and a clear meaning for balances and statuses.
Your leave overviewExample
Available balance32 hours
Open request8 hours
ReviewStill pending
Aligned with your process and available information.
03 · Configured workflow
From confirmation to submitted request.
Have Archie prepare a request and, after the agreed checks and confirmation, submit it to the connected system. The status from that system determines what Archie reports back.
Required: supported writing task, confirmation by the employee and your approval process.
The steps of a requestExample
1. Check detailsEmployee
2. Submit requestAfter confirmation
3. Review leaveAuthorized colleague
Aligned with your process and available information.
What’s needed
Your leave process remains the foundation.
Policy, balance and approval each have their own source. Define which information Archie may use and when a request may be sent to the HR system.
ApplicationWhat do you connect?What do you agree on?
01Policy & work instructions
Leave arrangements, the request process and agreements on changing or withdrawing requests.
Define which employees the arrangement applies to and who reviews questions or exceptions.
02Balance & request status
The available data from your HR system, including schedules if needed.
Determine what the employee may see and how the system processes open requests in the balance.
03Submission & approval
A supported integration, the request workflow and status updates from the HR system.
Have the employee confirm the request. Keep receipt and approval visible as separate statuses.
Also in your familiar work environment.
Archie in TeamsLet employees ask leave-related questions from Microsoft Teams. For personal balances or submitting a request, also configure the appropriate access and HR integration.
When things go differently
Not every leave-related question is a standard request.
An unclear balance, an unusual situation or a discrepancy between agreements sometimes requires consultation. Archie identifies the available information and provides the right route to HR or the manager.
This is how Archie keeps things clear
“Your request has been received. I cannot yet confirm whether the day off has been approved.”
State the recorded status
Show whether a request is ready, has been received or is still awaiting review.
Explain what is still missing
An unknown calculation or missing approval is not filled in with an assumption.
Have the authorized colleague review it
HR or the manager handles the exception and confirms the outcome through your process.
Start small. Expand with purpose.
Start with one clear leave process.
Choose one type of leave and an initial group of employees. Start with clear explanations and add balances and requests when the required integrations are ready.
Complete the request process
Gather the policy, work instructions and the required data. Agree on who reviews requests and where the employee can find the status.
Also test what does not happen automatically
Check open requests, an unclear balance, changed dates and a system that does not return confirmation.
Expand based on practice
See where employees get stuck and whether requests arrive complete. Improve those steps before adding other types of leave.
Discuss your leave processOne leave type. One request route. A clear start.
Good to knowYour leave questions.
Your leave questions.
Clearly answered.
From the first question to a confirmed request. Here’s what you need to know about balances, integrations and approval.
What does the Leave Agent do?
The Leave Agent is Archie’s HR agent for leave questions and leave processes. It explains your policies and request process. With the right integrations, it can access balances and request statuses and submit a confirmed request according to your configured workflow.
Can we get started without an integration with the HR system?
Yes. Archie can help employees with explanations based on your leave policy and work instructions. Retrieving a personal balance, displaying a request status or submitting a request requires additional access, a suitable integration and configuration.
Can Archie see how much leave someone has left?
If the HR system is integrated and the employee has access to that data, Archie can retrieve the available balance. During configuration, specify which leave type is involved and whether pending requests are already included in that balance.
Does Archie submit a request immediately?
In the process described here, the employee first checks and confirms the date, leave type and hours. The configured workflow can then submit the request. Archie only reports the request as received once the integrated system confirms it.
Does a submitted request mean that the leave has been approved?
No. Receipt and approval are separate steps. Your existing approval process determines who reviews the request. Archie uses the status from the HR system and makes it clear when a request is still being processed.
Can an employee change or withdraw leave?
Archie can explain the correct process. Carrying out a change or withdrawal is only possible if the integration and workflow support that action. The agreed checks, confirmation and feedback from the system are also required.
How does Archie handle special leave situations?
Archie can provide information based on the available policy and indicate who assesses the situation. A personal entitlement or exception is not assumed based on an incomplete question. The employee is directed to the agreed route to HR or an authorized colleague.
Does Archie replace our HR or leave system?
No. Your system remains the source for balances, requests and approval statuses. Archie makes the information and supported process steps accessible through a conversation. Which actions are available depends on the integration and configuration.
From your leave process to your ArchieMake requesting time off easier.
Make requesting time off easier.
Start with your request process.
Bring your leave policy and a frequently asked question. Together, we’ll look at how Archie helps employees, which data is needed and where an integration adds value.
