Context:

Organizations often face challenges in managing leave requests efficiently across different roles—employees, managers, and HR. Traditional systems like manual forms, spreadsheets, or email-based approval processes lack transparency, are error-prone, and require unnecessary administrative effort. With the growing demand for seamless digital workplace tools, there is a pressing need to modernize and automate internal workflows through secure, role-aware, conversational systems.

Solution:

The LeaveMate Copilot Agent is a GPT-powered, AI-enhanced assistant developed using Microsoft Copilot Studio, integrated with OpenAI plugins. It intelligently detects the user's role at login—whether Employee, Manager, or HR—and dynamically presents personalized workflows based on that role. Built entirely within Copilot Studio, the solution uses Agent flows to connect with Dataverse for storing leave data, Outlook for sending notifications, and OneDrive for managing file-based reports. Users can apply for leave, check their request status, cancel submissions, and even export leave reports, all through a conversational interface. Managers can review, approve, or reject requests directly from within the agent, while HR personnel can search records, monitor activities, and receive detailed reports via email. The system handles all logic through structured topics, seamless variable handling, and clean, guided prompts—ensuring a frictionless user experience that is both scalable and secure.

Impact:

LeaveMate transforms the way organizations handle employee leave workflows by providing an intelligent, interactive, and automated system. It reduces manual workload, minimizes errors, and ensures faster approvals by leveraging role-specific conversations. With secure data handling via Dataverse and smart integrations across Microsoft 365 tools, it empowers HR teams, streamlines managerial actions, and provides employees with a self-service platform that’s always available. By combining AI-powered interaction with no-code automation, LeaveMate delivers a future-ready solution tailored for modern digital workplaces.