Accurate AI-Based Leave Classification
Identifying genuine leave requests from general workplace emails while accurately extracting employee details, leave dates, and reasons required reliable AI-powered natural language understanding.
Case Study
Mobile
HR Leave Management Automation System
An AI-powered HR Leave Management workflow built using n8n automation. The system automatically detects incoming leave request emails through Gmail, analyzes the email content using AI, identifies whether the email is related to leave requests, and sends approval requests to HR/admin through Telegram. Based on the approval or rejection action from Telegram, the system automatically sends a corresponding email response back to the employee. The workflow reduces manual HR effort, speeds up leave approval processes, and provides real-time automated communication between employees and management.
n8n
JavaScript
Gmail OAuth2 API
Telegram Bot
Groq LLM
AI Agent Workflow
JSON Processing
REST APIs
Challenges & solutions
The technical problems our team solved to ship a reliable, unified mobile experience.
Automated Multi-Platform Workflow
Seamlessly connecting Gmail, AI processing, Telegram approvals, and automated email responses into a single end-to-end workflow required dependable event-driven automation with minimal manual intervention.
Real-Time Human Approval Handling
Pausing automated workflows until HR made an approval or rejection decision, then instantly resuming the correct execution path, required robust state management and asynchronous workflow orchestration.
Reliable Notification Delivery
Ensuring HR received approval requests immediately while employees were automatically informed of final decisions without delays required dependable cross-platform messaging and email integration.
Scalable HR Process Automation
Designing the workflow to handle growing volumes of employee requests while remaining flexible enough to support additional HR processes beyond leave management required a modular and extensible automation architecture.
Key features
What users get in the finished, shipped product.
Automatic Email Detection :
- Automation : Instantly scans and detects incoming staff communications as they arrive.
- Integration : Driven by a native, real-time Gmail Trigger connection.
- Efficiency : Captures inbound messages without requiring ongoing mailbox checks.
AI Leave Request Classification :
- Intelligence : Evaluates message context using an AI Agent running Groq LLM.
- Categorization : Pinpoints whether an incoming email is specifically a leave application.
- Accuracy : Separates formal time-off requests from general internal correspondence.
Smart Leave Parsing :
- Extraction : Isolates core employee credentials, context, and requested timelines.
- Processing : Employs custom JavaScript routines to convert text into clean data data points.
- Structure : Prepares raw text variables for immediate administrative decision-making.
Telegram Approval Workflow :
- Routing : Dispatches interactive request cards straight to a centralized Telegram channel.
- Interface : Equipped with instantaneous inline “Approve” and “Reject” option buttons.
- Convenience : Places critical workplace operational choices directly inside a mobile chat UI.
Real-Time Response Handling :
- Synchronization : Pauses background execution until an admin confirms a selection.
- Interactivity : Accepts immediate data payload updates directly from the messenger app.
- Reliability : Keeps the system updated dynamically based on real-time human input.
Automated Email Responses :
- Communication : Crafts and sends back appropriate confirmation emails automatically.
- Customization : Updates the employee on acceptance or denial according to HR’s input.
- Feedback : Closes the loop instantly so staff members remain informed of their status.
Scalable and Hands-Free Architecture :
- Operations : Lowers HR manual workloads while ensuring swift corporate operations.
- Flexibility : Extendable to track Sick Leave, Work-From-Home tokens, or Emergency absences.
- Structure : A unified, centralized system designed to grow alongside modern enterprise policies.
Tech integrations
Third-party SDKs & libraries
6 core integrations powered
n8n Automation Platform
Core system integration
Gmail API
Core system integration
Telegram Bot API
Core system integration
Groq AI API
Core system integration
OAuth2 Authentication
Core system integration
AI Agent Integration
Core system integration
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