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Turnkey Solution by Federico Monge Consulting

Vacation
Manager

The Tool — HR Operations on Autopilot

Request
My Requests
Cash Out
Early Return
Approvals
Admin
Federico Monge Consulting  |  AI - Strategy - Finance
Interface Overview

Six tabs. Every HR need covered.

Request
My Requests
Cash Out
Early Return
Approvals
Admin
01
Request
Submit vacation requests with date picker, auto-calculated business day count, and FIFO period guidance
02
My Requests
Track status of every submitted request — pending, in review, approved, or rejected — with full history
03
Cash Out
Request payment for unused accrued vacation days. Daily rate auto-applied. Finance approves from email.
04
Early Return
Log a return before scheduled vacation end. System calculates unused days and triggers compensation flow.
05
Approvals
Manager, HR, and Finance approval queues. Review details and act directly from the interface or email.
06
Admin
Full system configuration: seniority rules, approval chains, employee registry, cash-out policy, holiday calendar.
Tab 01

Request Form

Day count is automatic. Period selection is guided. Errors are caught before submission.

✓ Employee profile auto-populates name and ID
✓ FIFO period is shown — employee selects or confirms
✓ Holidays are excluded automatically from day count
✓ Submit instantly triggers the approval chain
New Vacation Request
Employee
Auto-populated from your profile
Start Date
April 7, 2026
End Date
April 18, 2026
Business Days
10 business days (2 holidays excluded)
Vacation Period (FIFO)
2024 — 7 days available
Reason (Optional)
Family trip...
Submit Request →
Tab 02 — My Requests + Balance

Balance Dashboard

30
Total Accrued
10
Used
3
Pending
17
Available
Period Accrued Used Pending Available Status
2024 15 days 10 days 3 days 2 days Active — expiring Dec 2026
2025 15 days 0 days 0 days 15 days Active
Total 30 days 10 days 3 days 17 days

Updated in real time. No recalculation needed. Every submission and approval reflects immediately.

Tab 05 — Approval Workflow

Email-based. Zero login.

Full audit trail at every step.

Employee
Submits vacation request
Form validated — day count confirmed — FIFO period assigned
→
Manager
Receives email → Approve / Reject
Checks team calendar — acts from inbox, no portal
HR
Receives email → Validate balance
Confirms FIFO period, balance availability, policy compliance
→
Finance (cash-out only)
Approves monetary compensation
Receives calculated amount — one-click confirmation
Employee
Receives automatic notification — approved or rejected with reason
Every step timestamped and stored in Google Sheets — full labor-audit-ready trail
Tab 03

Cash-Out Module

Employees request payment for unused accrued vacation days. Finance approves directly from their email. Payroll receives the exact amount.

✓ Days limited by company cash-out policy
✓ FIFO period automatically assigned
✓ Total payment auto-calculated — no manual math
✓ Finance approves from email — Payroll gets the figure
Cash-Out Request
Days to cash out 5 days
Vacation period (FIFO) 2024
Daily rate (from HR config) $180.00
Policy maximum (this year) 10 days
Total Payment Amount $900.00
Submit for Finance Approval →
Tab 04

Early Return Module

When an employee returns before their vacation ends, unused days are automatically moved back to their available balance. Compensation is triggered if the company policy requires it.

✓ Return date vs. scheduled end date auto-diff
✓ Compensation type: cash payment or carry-over
✓ HR notified automatically — no manual tracking
✓ Balance updated the moment the form is submitted
Scheduled Return
April 25
Actual Return
April 20
Unused Days Recovered
5 days
Compensation
5 days → carry-over to 2025 balance
Sent to HR for confirmation
Tab 06

Admin Panel

Configure once. Runs automatically from that point forward.

📊
Seniority Table
Years-of-service brackets and corresponding vacation days per labor law or company policy
FIFO Engine
👥
Approval Chains
Assign Manager, HR, and Finance approvers — global or per department/business unit
Per Dept.
🏢
Company Code & Employee Registry
Unique company identifier, employee list, positions, hire dates, and seniority lookup
Import CSV
💰
Cash-Out Policy
Maximum days per employee per year that can be cashed out, and daily rate source
Annual Rule
📅
Holiday Calendar
Country and company-specific non-working days excluded from all day count calculations
By Country
📧
Email Templates
Approval request, rejection notification, and confirmation templates — fully customizable
HTML + Text
Architecture

No new SaaS. No vendor lock-in.

You own the data. You control the system.

📊
Google Sheets
All data lives in your Google Workspace. Full read/write access. Export to Excel anytime.
⚙️
n8n Cloud
Workflow automation handles approvals, notifications, FIFO logic, and data updates.
🌐
Your Domain
HTML interface hosted on your own domain. Branded to your company. No FMC branding visible to employees.
📧
Secure Email
Approval emails sent from your company domain. Approvers click links in email — nothing else required.
✓ No additional software licenses
✓ Works on any device with a browser
✓ White-label ready — your brand, your colors
✓ Data export for payroll integration
What You Get

One tool.
Full HR vacation control.

✓
Request tab — submit with date picker + auto day count
✓
My Requests — real-time balance by FIFO period
✓
Cash Out — policy-gated, auto-calculated, Finance-approved
✓
Early Return — automatic balance recovery + compensation
✓
Approvals — 3-level email-based chain with full audit trail
✓
Admin — seniority rules, approval chains, holiday calendar
Ready to Deploy
24-hour
deployment
Works on Google Workspace
No licenses needed
White-label to your brand
LATAM labor law ready
Contact
fede@fedemongeconsulting.com fedemongeconsulting.com
Schedule a Strategic Call →