Describe your schedule and approval chain. Makeform builds an undertime request form with departure time, reason, coverage, and manager decision fields.
Send undertime requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor it to your policy, or send it to the builder.
Audience
Employees requesting a one-time early departure
Format
Short request with manager decision fields
Prompt size
301 chars
Example form structure
Short request with manager decision fields
Employee, department, and manager
Scheduled end and requested departure
Reason category and explanation
Work and coverage plan
Manager decision and comments
Suggested routing tags
Pending manager review
Coverage needed
Decision recorded
Collect the scheduled end and requested departure so HR can determine the undertime duration consistently.
Step 1
Request
employee, shift, departure time, and reason
Step 2
Plan
open duties, coverage, and handoff recorded
Step 3
Review
manager checks staffing and policy
Step 4
Decide
outcome, conditions, and timestamp captured
Why use one request path
A casual message rarely states the hours, unfinished work, or coverage. A structured request puts that context beside the decision.
Scheduled hours and requested departure create a consistent record without reconstructing timing from messages.
Conditional questions reveal open assignments, coverage, and the handoff owner only when relevant.
Route submissions to managers and record the outcome, comments, conditions, and review date.
Built around the workday
Choose a staffing model, then apply your policy's reason categories and review route.
Collect the scheduled end, departure, outstanding work, and manager.
Record station coverage, required qualifications, and supervisor notice.
Capture affected classes, supervision, substitutes, and handoff notes.
Use date ranges and weekdays, with manager and HR reviews when needed.
Request workflow
Build the form, then route complete requests to the staffing decision-maker.
Specify who submits, required time and coverage details, and the reviewer.
Use neutral reasons and conditional questions for duties, dates, or coverage gaps.
Route by department, location, or manager with the details needed for review.
Capture the outcome, conditions, reviewer, and date, then follow your notification process.
Form vs message vs paper
Keep timing, impact, coverage, and the manager's answer together.
Field guide
Start with these six sections, then apply your organization's fields and approval language.
Employee and route
Collect enough information to route the request. Manager or department choices help one form serve several locations.
Schedule details
Collect the date, scheduled hours, and requested departure. Use a consistent undertime duration when needed.
Reason context
Use a concise category for routing. Keep detailed explanation optional unless policy requires it.
Work impact
Show the operational gap by asking about assignments, deadlines, people, equipment, or closing duties requiring handoff.
Coverage plan
Let employees propose confirmed coverage while managers check staffing, qualifications, and conflicts.
Decision record
Separate reviewer fields so conditions, alternate times, and information requests stay beside the submission.
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Open toolFAQ
Practical answers for HR teams and managers standardizing employee early-departure requests.
It is an internal form for requesting departure before a scheduled shift ends. It records the date, hours, context, coverage, and reviewer's decision using the organization's scheduling terms.
Include employee, manager, work date, scheduled end, requested departure, reason, impact, and coverage. Add reviewer decision, comments, conditions, and date. Recurring requests need a date range and weekdays.
Undertime often means working fewer hours within a shift; time off may cover full days or longer. Definitions vary, so use your organization's policy labels and request paths.
Yes. Use department, location, or manager selection in the routing workflow. Notify the relevant reviewer and keep responses in a shared list.
Yes, when it matches your process. Ask about affected duties, proposed coverage, and confirmation. State that proposing coverage does not approve the request; the designated reviewer decides.
Yes. Show date range, weekdays, requested departure, and review date when recurring is selected. Route recurring arrangements to HR when your process requires it.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect undertime requests without a form or response cap. The paid tier removes the Makeform badge.
No. Use pending, approved, declined, or more information needed statuses and communicate the outcome through your HR process. Record alternate times or conditions explicitly.
Replace scattered early-departure messages.
