Olivier Rousseau
7 November 2023 2 min read

How to create a time off request form (with template)

Managing time-off requests can be a logistical headache for any business with part-time and seasonal staff.

It’s a delicate balance between ensuring your team’s well-being and maintaining smooth operations.

That’s why at Activity Messenger, we’ve crafted a solution that simplifies this process for both you and your employees. This solution is mostly suitable for organisations that have a high number of part-time or seasonal staff, such as gymnastics clubs, swim schools or summer camps

In this guide, we’ll delve into each component of creating an effective time-off request form.

We’ll cover:

Note about the Author: Throughout the article, Olivier shares tips and tricks he’s picked up over the last decade running a multi-location children’s activity program managing over 100 part-time employees. Today, he helps hundreds of swim schools, summer camps and gymnastics clubs in Canada and the United States streamline their staff management and onboarding. He also consults with businesses to help them better understand how to recruit and retain Gen Z’s.

Empowering Employees with Ease of Use

User-Friendly Forms: Our form is designed with the end-user in mind—your employees. They can quickly fill out their details, select dates, and share their reasons for time off without any hassle. This simplicity encourages timely and complete submissions, ensuring that you have all the information you need to make a decision.

Digital Signatures for Accountability: By including a digital signature feature, we add a layer of formality and responsibility to the process. Employees acknowledge that their request is subject to review, setting clear expectations from the start.


Click here to see a template of a time-off request form built in Activity Messenger

Management's Oversight

Every business is unique, and so are its policies. Our interface allows you to customize the form to meet your specific needs. Whether it’s adding a field for emergency contact information or removing unnecessary questions, you have the power to make the form what you want it to be.

Analytics for Informed Decisions: The analytics dashboard provides a visual representation of all time-off requests. This calendar view not only helps you avoid understaffing but also helps you identify patterns, such as peak times for time off, which can inform future staffing decisions.

Enhancing Decision-Making Efficiency

Centralized responses for quick review: With all requests in one central location, you can review and respond to them efficiently. This eliminates the risk of requests slipping through the cracks and ensures your team receives a timely response. And since all the requests, communication, and approvals are done within the platform, everyone is on the same page.

Visibility and collaboration among administrators: With a team of administrators, it’s important to have a transparent system. Our platform shows who approved or denied a request and when, fostering a collaborative environment and making sure nothing falls through the cracks.

Streamlined Communication with Employees

Automated notifications keep everyone informed. Once a decision is made, the employee is notified immediately. Our system can send an SMS or email directly to the employee to let them know the outcome of their request. This immediate communication helps with planning and reduces uncertainty for the employee.

How to share your time-off request form

Easy access through multiple channels: Activity Messenger provides a unique link for each form that can be shared via email, embedded in your employee portal, or distributed in any way that works for your organization. Many organizations choose to place the QR code in the break room to make it easier for employees to complete work-related forms.

Integration with existing systems: Our forms can be integrated into your employee onboarding and management pages, ensuring a seamless experience for both new and existing employees. Activity Messenger can also replace your current employee management software.


At Activity Messenger, we understand the challenges of running a business. That’s why we’ve designed our tools to make your life easier. Our time-off request form is just one example of how we’re helping you streamline your operations and make better decisions.

Ready to revolutionize the way you manage time-off requests and staff management?

Book a introduction call with one of our experts

Written by Olivier Rousseau Olivier is a Sportball Franchise owner who has been operating for over 10 years with locations in Montreal, Quebec city & Ottawa while also coaching business owners as Sports Marketing Consultant.

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