The Gravity Flow Vacation Requests Extension is a specialized add-on for the Gravity Flow WordPress plugin (which itself requires Gravity Forms). While you can build a basic approval process using just the core Gravity Flow plugin, this extension adds specific HR-centric logic like accrual tracking, balance deductions, and manager dashboards.
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Automatic Balance Tracking: It maintains a “bank” of days for each user. When a request is approved, the extension automatically deducts those days from the user’s total balance.
The “Vacation Days” Field: A new field type is added to Gravity Forms. It allows employees to see their remaining balance while filling out the form, and it calculates the total days requested (excluding weekends or holidays if configured).
User Profiles Integration: In the WordPress backend, an administrative section is added to each User Profile. HR can manually adjust:
Annual PTO: The base amount of leave.
Carry Over: Days brought forward from the previous year.
HR Adjustments: Manual additions or subtractions.
Shortcodes & Merge Tags: * Use the [gravityflow page="vacation"] shortcode to display a user’s balance on the front end.
Use merge tags like {workflow_vacation:balance} in emails to tell an employee exactly how many days they have left after an approval.
The extension allows you to build a multi-step “loop” that handles more than just a simple Yes/No:
Submission: Employee submits the form.
Manager Approval: The manager receives an email with “Approve” or “Reject” buttons. They can also see the employee’s remaining balance before deciding.
Revert for Modification: If the manager rejects the dates, the workflow can “revert” the entry back to the employee to choose new dates rather than making them start a new form from scratch.
Final Deduction: Once the final approval step is reached, the extension triggers the balance deduction.
Calendar Year Logic: The balance calculation is strictly based on the current calendar year.
Multi-Year Requests: If a vacation spans December 31st to January 1st, the extension requires the user to submit two separate requests (one for each year) to keep the accounting accurate.
Logged-in Users Only: Because the system tracks balances against WordPress User IDs, the person submitting the form must be logged in. It cannot track “Guest” submissions.
