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Templates · Internal Operations & HR

PTO / Time-Off Request Bot Template

Handle time-off requests with dates, type, and approval routing.

Best for
HR departments
Estimated setup
5 minutes
You fill in
Company Name, HR Email, Approval Timeframe (e.g. 2 business days)

The conversation, step by step

These are the messages and questions in the template as it comes. Words in brackets are filled in from your business details or from the visitor's earlier answers. A visitor sees only the steps that match the buttons they choose, and you can change any wording, add steps or remove them in the flow builder.

  1. Need some time off? Let's submit your request!
  2. What type of time off?
    • Vacation/PTO
    • Sick Leave
    • Personal Day
    • Bereavement
    • Jury Duty
    • Other
  3. Start date (MM/DD/YYYY): The visitor types a reply.
  4. End date (MM/DD/YYYY): The visitor types a reply.
  5. Is this a full day or partial?
    • Full Day(s)
    • Half Day
    • Few Hours
  6. Any notes for your manager? (coverage plan, etc.) Type your notes or type "none": The visitor types a reply.
  7. The visitor is saved as a lead, tagged:
    • pto_request
  8. Request submitted! Your manager will review and respond within [Approval Timeframe (e.g. 2 business days)]. You'll receive a notification when it's approved. Questions? Contact [HR Email].

What you get with each lead

Every lead this template collects appears in your Alma leads inbox with the answers the visitor gave and these tags, so you can sort and follow up: pto_request. Alma emails you when a new lead arrives. On the Growth plan and up you can also send leads to other software through Zapier, and the Agency plan adds webhooks.

Questions your flow does not cover

A template answers the paths it was built for. To answer other questions in the visitor's own words, add AI answering for $25 a month: it replies from business information you provide as text, which the Alma team loads into your bot. The article on how a knowledge base chatbot works explains what to write.

Start from this template and make it yours.

The free trial lasts 14 days. Pick this template, fill in your details, change any wording, and add the chatbot to your site with one line of code.

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