● Outcome:

        The outcome is a structured leave tracking system that helps HR manage intern leave requests efficiently while maintaining accurate records. It facilitates clear communication between interns, HR, and mentors and ensures up-to-date leave balance monitoring without manual tracking.

● Use case Implementation Steps:

Implementation Stage 1: Design Form Structure

Description:
Create a well-structured leave form to collect all essential leave details from interns.

Steps:

● Define key sections: Personal Details, Leave Details, Approval Section

● Choose appropriate Field types: Single Line (Name), Email, Date Picker, Dropdown, Number, and File Upload

● Add formula fields to auto-calculate leave balance

● Set field visibility (e.g., hide leave balance from interns)

Input:

● Access to Zoho Forms

● Field list (e.g., Name, Role, Type of Leave, Leave Days, etc.)

Output:

● Complete form with logical layout and field rules.

Reference image :

Implementation Stage 2: Customize Layout and Design

Description:
Ensure the form is professional, branded, and user-friendly.

Steps:

● Apply organization branding (logo, colors)

● Add a header and short description

● Upload a suitable wallpaper (e.g., soft background related to work/HR theme)

● Make the form responsive for all devices

Input:

● Access to design customization in ZOHO FORMS

● Logo and wallpaper/image assets

Output:

● Visually appealing, professional-looking leave form.

Reference images :

Implementation Stage 3: Automate Notifications

Description:
Set up email notifications to keep all stakeholders informed.

Steps:

● Notify HR upon form submission

● Notify Intern and Mentor after HR approval or denial

● Include dynamic fields in email (e.g., New Leave Balance)

Input:

● Finalized email templates

● Recipient email list (HR and mentors)

Output:

● Timely notifications sent automatically to the correct people

Reference Image:

Implementation Stage 4: Distribute Form to Interns

Description:
Share the form with interns to begin collecting leave requests.

Steps:

● Generate the public form link

● Share the link via email, portal, or internal communication tools

● Set response visibility and access permissions

● Monitor submission volume

Input:

● Final form link

● Intern contact list or internal communication channel

Output:

● Active intern participation and leave request submissions

Reference image :

Implementation Stage 5: Record & Review Leave Data

Description:
Maintain and monitor leave records in real-time using Zoho Sheets.

Steps:

● Integrate Zoho Form responses with Zoho Sheet

● Use formulas to calculate and update leave balance

● Periodically review and audit leave history for accuracy

Input:

● Integrated Zoho Sheet

● Ongoing form submissions

Output:

● Up-to-date leave records with clear intern-wise tracking

Reference image :

● Target Audience:

 Interns: Submit leave requests via the form

 HR Team: Review, approve/deny requests, and manage records

 Mentors: Receive updates for awareness

 Form Owner/Admin: Oversees form setup and tracking

 Record Manager (HR/Admin): Maintains the Zoho Sheet records

● Tool Permission Required:

      Zoho Form

● Link Required:

      Form Link