Hotel Operations & Guest Service Management System For Eko Hotels & Suites
1. Application Overview The Leave Approval Request System is designed to provide employees and administrators with a structured digital process for submitting, reviewing, and approving employee leave requests. Employees access the application using a PIN, submit their leave details, and can view their own leave requests. Administrators have broader access to review all leave requests, manage employee information, assign approvers, and maintain available leave balances. The system also includes a two-level approval workflow , where submitted leave requests are first sent to Approver 1 and then to Approver 2. Once the approval process is completed, the leave request status is updated and a final email notification is sent. 2. User Access and Role-Based Routing When a user enters the application, the system identifies whether the user is an administrator or an employee and routes them accordingly. Administrators are directed to the Leave Request Dashboard, while employees are directed to the PIN Entry Screen. This provides different application access and functionality based on the user's role. 3. Employee PIN Access Employees access their leave information through a PIN-based identification process . The employee enters their PIN on the PIN Entry Screen, and the application validates it against the employee information maintained in the Users list. Once successfully validated, the employee is provided access to the relevant leave dashboard. The PIN serves as the employee's authentication identity within the defined application process. 4. Leave Request Submission Employees can create a leave request through the Leave Request Dashboard. The leave request captures: Leave Type Start Date End Date Reason The employee's identity is resolved through the PIN, and the request is associated with the employee and their assigned approvers. Leave requests can progress through the following statuses: Draft Pending Approved Rejected This provides a structured way to maintain the current stage of each leave request throughout the approval process. 5. Leave Request Dashboard The Leave Request Dashboard provides users with visibility of leave requests based on their access level. Employees can view only the leave requests associated with their PIN. Administrators can view all leave requests in the system. This allows employees to monitor their own requests while providing administrators with centralized visibility across all employee leave requests. 6. Employee User Management The application includes a dedicated User Management Screen that is accessible only to administrators. Administrators can maintain employee information including: Employee Name Email PIN Available Leaves Approver 1 Approver 2 The two approvers are selected from a defined four-person Microsoft 365 list. Administrators can also use the Send PIN option to trigger an automated email containing the employee's stored PIN. 7. Available Leave Management The system maintains the number of Available Leaves against each employee record. This information is maintained within the Users data and is editable by the administrator, providing centralized management of the employee's available leave balance. 8. Two-Level Leave Approval Process When an employee submits a leave request, the automated approval process begins. The approval workflow follows two levels: The submitted request is sent to Approver 1 . If Approver 1 approves the request, Approver 2 is notified. Approver 2 provides the next decision. The leave request status is updated based on the approval process. A final email notification is sent. The approval information is maintained against the relevant leave request, including the approver, decision, and decision date. 9. Automated Email Notifications The system uses automated workflows to support communication throughout the leave-management process. Automation is used to: Notify Approver 1 when a leave request is submitted. Notify Approver 2 after Approver 1 approves. Send the final email after the approval process. Email an employee's PIN when initiated by an administrator. This reduces the need for manual communication during the leave request and approval process. 10. Centralized Leave and Approval Records The application maintains structured information for employee leave management through separate records for: Leave Requests – Stores leave details, employee information, status, PIN, and assigned approvers. Users – Stores employee details, PIN, approvers, and available leaves. Approvals – Stores the approval decision, responsible approver, date, and associated leave request. This structure allows employee information, leave requests, and approval decisions to remain appropriately linked throughout the process. 11. Testing and Final Validation The application includes quality assurance testing before final implementation. Testing covers: PIN validation User routing Role-based UI behavior Leave approval workflow Email notifications Following testing, user feedback can be collected and required UI or logic changes implemented before final confirmation for go-live. Overall Application Workflow The process begins when a user enters the application. The system identifies whether the user is an administrator or an employee. Employees are directed to the PIN Entry Screen, where their PIN is validated before they access their leave information, while administrators can access the overall Leave Request Dashboard and User Management functionality. An employee creates a leave request by entering the leave type, start and end dates, and reason. Once submitted, the automated approval workflow sends the request to Approver 1. If Approver 1 approves, Approver 2 is notified to continue the approval process. After Approver 2 provides a decision, the request status is updated and a final email is sent. Employees can view their own leave requests, while administrators can view all requests, maintain employee records, assign approvers, update available leave balances, and send employee PINs through automated email. Access Application → Identify User Role → Validate Employee PIN → Create Leave Request → Submit Request → Approver 1 Review → Approver 2 Review → Update Request Status → Send Final Email → Track Leave Request
Project Summary
1. Application Overview The Leave Approval Request System is designed to provide employees and administrators with a structured digital process for submitting, reviewing, and approving employee leave requests. Employees access the application using a PIN, submit their leave details, and can view their own leave requests. Administrators have broader access to review all leave requests, manage employee information, assign approvers, and maintain available leave balances. The system also includes a two-level approval workflow , where submitted leave requests are first sent to Approver 1 and then to Approver 2. Once the approval process is completed, the leave request status is updated and a final email notification is sent. 2. User Access and Role-Based Routing When a user enters the application, the system identifies whether the user is an administrator or an employee and routes them accordingly. Administrators are directed to the Leave Request Dashboard, while employees are directed to the PIN Entry Screen. This provides different application access and functionality based on the user's role. 3. Employee PIN Access Employees access their leave information through a PIN-based identification process . The employee enters their PIN on the PIN Entry Screen, and the application validates it against the employee information maintained in the Users list. Once successfully validated, the employee is provided access to the relevant leave dashboard. The PIN serves as the employee's authentication identity within the defined application process. 4. Leave Request Submission Employees can create a leave request through the Leave Request Dashboard. The leave request captures: Leave Type Start Date End Date Reason The employee's identity is resolved through the PIN, and the request is associated with the employee and their assigned approvers. Leave requests can progress through the following statuses: Draft Pending Approved Rejected This provides a structured way to maintain the current stage of each leave request throughout the approval process. 5. Leave Request Dashboard The Leave Request Dashboard provides users with visibility of leave requests based on their access level. Employees can view only the leave requests associated with their PIN. Administrators can view all leave requests in the system. This allows employees to monitor their own requests while providing administrators with centralized visibility across all employee leave requests. 6. Employee User Management The application includes a dedicated User Management Screen that is accessible only to administrators. Administrators can maintain employee information including: Employee Name Email PIN Available Leaves Approver 1 Approver 2 The two approvers are selected from a defined four-person Microsoft 365 list. Administrators can also use the Send PIN option to trigger an automated email containing the employee's stored PIN. 7. Available Leave Management The system maintains the number of Available Leaves against each employee record. This information is maintained within the Users data and is editable by the administrator, providing centralized management of the employee's available leave balance. 8. Two-Level Leave Approval Process When an employee submits a leave request, the automated approval process begins. The approval workflow follows two levels: The submitted request is sent to Approver 1 . If Approver 1 approves the request, Approver 2 is notified. Approver 2 provides the next decision. The leave request status is updated based on the approval process. A final email notification is sent. The approval information is maintained against the relevant leave request, including the approver, decision, and decision date. 9. Automated Email Notifications The system uses automated workflows to support communication throughout the leave-management process. Automation is used to: Notify Approver 1 when a leave request is submitted. Notify Approver 2 after Approver 1 approves. Send the final email after the approval process. Email an employee's PIN when initiated by an administrator. This reduces the need for manual communication during the leave request and approval process. 10. Centralized Leave and Approval Records The application maintains structured information for employee leave management through separate records for: Leave Requests – Stores leave details, employee information, status, PIN, and assigned approvers. Users – Stores employee details, PIN, approvers, and available leaves. Approvals – Stores the approval decision, responsible approver, date, and associated leave request. This structure allows employee information, leave requests, and approval decisions to remain appropriately linked throughout the process. 11. Testing and Final Validation The application includes quality assurance testing before final implementation. Testing covers: PIN validation User routing Role-based UI behavior Leave approval workflow Email notifications Following testing, user feedback can be collected and required UI or logic changes implemented before final confirmation for go-live. Overall Application Workflow The process begins when a user enters the application. The system identifies whether the user is an administrator or an employee. Employees are directed to the PIN Entry Screen, where their PIN is validated before they access their leave information, while administrators can access the overall Leave Request Dashboard and User Management functionality. An employee creates a leave request by entering the leave type, start and end dates, and reason. Once submitted, the automated approval workflow sends the request to Approver 1. If Approver 1 approves, Approver 2 is notified to continue the approval process. After Approver 2 provides a decision, the request status is updated and a final email is sent. Employees can view their own leave requests, while administrators can view all requests, maintain employee records, assign approvers, update available leave balances, and send employee PINs through automated email. Access Application → Identify User Role → Validate Employee PIN → Create Leave Request → Submit Request → Approver 1 Review → Approver 2 Review → Update Request Status → Send Final Email → Track Leave Request
Location: Victoria Island, Lagos
Industry: Hospitality / Hotels & Resorts / Luxury Accommodation & Conference Services
Challenge and Requirements
1.
Solution Delivered
CodeScale delivered a powerapps solution using PowerApps, PowerAutomate, SharePoint for Hospitality / Hotels & Resorts / Luxury Accommodation & Conference Services.
Technology Used
- PowerApps
- PowerAutomate
- SharePoint
Business Outcome and Impact
Leave Request Dashboard The Leave Request Dashboard provides users with visibility of leave requests based on their access level. Employees can view only the leave requests associated with their PIN. Administrators can view all leave requests in the system. This allows employees to monitor their own requests while providing administrators with centralized visibility across all employee leave requests. 6.
Project Screenshots
