At a busy regional healthcare system with over 5,000 employees, HR and operations teams struggled to manage time off (TO) and leave of absence (LOA) requests effectively. Nurses, technicians, and frontline staff needed a simple way to request TO or initiate an LOA. However, the existing process through Workday, though powerful, created barriers for non-desk workers. Access issues, confusing workflows, and approval delays led to staffing shortages and an increase in overtime costs. The tipping point came when a flu outbreak hit multiple facilities simultaneously. TO and LOA requests surged, but without a fast, accessible system, many employees had difficulty submitting them on time. Managers scrambled to find coverage, HR teams faced hundreds of support tickets, and overall patient care suffered.

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Recognizing the urgent need for a better solution, the healthcare leadership team introduced CloudApper hrPad to complement Workday and streamline TO and LOA management.

Making TO and LOA Requests Accessible for Frontline Workers

Within weeks, CloudApper hrPad kiosks were installed in nurse stations, break rooms, and entrances across all facilities. Staff could securely log in using QR codes or badges and instantly:

  • View available time-off balances
  • Submit time-off or leave of absence requests
  • Check approval status in real time

Nurses no longer needed to find a desktop or submit manual forms. Everything happened directly through a tablet, even during busy shifts.

Real-Time Integration with Workday

Behind the scenes, CloudApper hrPad pulled real-time data from Workday using secure APIs. Time-off balances, leave types, and submission statuses updated automatically. There was no duplicate entry, no manual reconciliation—just seamless synchronization.

Tailored Workflows for Healthcare Needs

Workflows were designed specifically for the healthcare environment:

  • Absence types dynamically displayed based on role and facility location.
  • Critical coverage alerts triggered if too many staff in a unit requested TO for the same period.
  • Region-specific LOA requirements, like additional documentation for California-based staff, handled automatically.

Instant Notifications and Better Planning

Employees received immediate confirmation once their requests were submitted. Managers received alerts for faster approval decisions, allowing them to arrange shift coverage earlier and reduce last-minute disruptions.

During the next flu season, the healthcare system experienced a 50% reduction in TO and LOA-related support tickets and a 35% faster approval turnaround time compared to the previous year.

Real Results: Stability and Satisfaction

By using CloudApper hrPad to expand and simplify TO and LOA management within Workday, the healthcare system achieved:

  • Improved shift coverage planning
  • Higher employee satisfaction with the TO and LOA request process
  • Lower overtime and emergency staffing costs
  • Greater compliance with healthcare labor regulations

CloudApper hrPad didn’t replace Workday. It enhanced it. By providing an accessible, shift-ready, and user-friendly interface, the healthcare system ensured that time-off and leave management supported, rather than hindered, patient care.

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