Photo by Jez Timms on Unsplash

Sharing sensitive PTO data

Using a cross doc and hoping for the best

The PTO request process begins with a form completed by either the employee or HR. The form encompasses sick leave and holidays, including requests and cancellations for past, present, and future dates. Once submitted, an automation triggers two buttons. The first initiates a process that calculates the hours to be added or deducted from the PTO balance, while the second determines the next working day. Both processes take into account various factors like evolving work schedules, holidays, and previous requests or cancellations.

The outcome of these processes is a summary that correlates the newly entered data with the existing data, providing a comprehensive overview.

This summary resides within the PTO doc, an action doc located in the HR folder, accessible exclusively by HR staff. The challenge lies in securely sharing this data with employees and their direct supervisors (N+1) to ensure everyone stays informed.

Teams like marketing & communication, HR, and operations maintain hubs — documents where they share procedures and information pertinent to their respective areas. For instance, the operations hub provides guidance on handling devices, updates, and repairs. Similarly, HR has a team hub encompassing upcoming holidays, an organizational chart…