5 Internal Workflows You Can Automate in Under 30 Minutes

You know that moment when a new hire starts and no one's sure if IT got the request for their laptop? Or when your team lead is manually reminding everyone on Slack to fill out the same weekly check-in? Or the tenth email in a thread about collecting headshots for the team page? These are examples of broken internal workflows.

It's not that teams aren't trying to operate efficiently - it's that the tools being used for internal operations are usually afterthoughts. Clunky spreadsheets, scattered Google Forms, or outdated software cobbled together with manual steps and reminders. They waste time, introduce errors, and create frustration for everyone involved.

Formyra was built to improve efficiency for businesses - both when handling a new form submission from a customer as well as general, day-to-day business operations for internal teams. We make it ridiculously easy to create structured, no-code workflows that solve everyday problems fast. No developer needed. No drawn-out onboarding process. Just clear, automated systems that take 30 minutes or less to set up and save your team hours every week.

Here are five powerful, real-world internal workflows that will be discussed below and can be built by you right now in Formyra:

1. New employee onboarding checklist
2. PTO request + manager approval
3. Headshot collection and branding
4. Internal issue reporting
5. Weekly department check-ins

Below is what each workflow includes, how to build it in Formyra, and how automation turns it from “just a form” into something your team will actually thank you for.

1. New Employee Onboarding Checklist

Onboarding is one of those things every company wants to get right but often doesn't. Someone starts, and there's a scramble to make sure IT sets them up, HR sends docs, their manager schedules intros, and someone orders a hoodie. It's usually a patchwork of checklists, emails, and crossed fingers.

With Formyra, you can turn onboarding into a clean, consistent experience. Start with a form that HR fills out (or even the new hire themselves), collecting basic info like name, start date, role, department, location, and equipment needs. Then, create a workflow that is triggered by the form submission and includes actions such as sending a welcome email with important links, notifies IT to prepare hardware, adds calendar invites for introductory meetings, sends a checklist to the hiring manager, and routes information to payroll team.

Here's how you can create this in an actual Formyra workflow:

1. Create a form with the relevant input fields
2. Open the workflow and add an action step for sending the email notification to the user who submits the form. Included necessary information and links.
3. Add an action for alerting the IT team to prep the hardware via a Slack message containing the person's info (this could also be an email, Teams message, or something else).
4. Create a step for creating meeting invites. In the below example, we're posting the data to a Calendly webhook, but this could be another integration or an email.
5. Add an action for setting the individual up as a new user in the payroll system (here, we're using )

A Formyra workflow to onboard a new employee.

You can take this to the next level by using AI to draft a welcome blurb for Slack or the company newsletter based on submitted info. This workflow is everything your team needs to feel organized and your new hire needs to feel valued.

2. PTO Request + Manager Approval

Nobody wants to be the bottleneck for a paid time off (PTO) request. But when the process is manual - “Hey, can I take off next Friday?” - things slip through cracks. There's no record, no visibility, and sometimes no idea who's even out of office.

With Formyra, you can build a PTO request workflow in minutes. Create a form that includes:

• Employee name (autofilled if logged in)
• Dates requested off
• Reason (optional)
• Department/team

When submitted, it automatically checks for conflicts (optional logic), sends the request to the right manager, and triggers an approval/rejection step. Approved? It sends confirmation to the employee and notifies HR. Rejected? It sends a polite message with any notes. You can even add a calendar invite for team visibility or connect to Slack for updates. Here's what that might look like in Formyra:

1. First, we'll retrieve the relevant department's out-of-office schedule data (below, we're retrieving data from Oracle but you can retrieve data from whatever system you're using).
2. Next, we'll leverage AI to check for a conflict in schedules.
3. If a conflict, we'll have Formyra's AI create a polite message letting them know that they're PTO request is denied, and then send that email to the employee.
4. If not a conflict, we'll have Formyra's AI create an approval message to the employee, then sending them an email and CC'ing their manager. Lastly, we'll send this data to our company system (in this case, SAP) to track their PTO time remaining.

A Formyra workflow for employees to request PTO and businesses to automatically check and verify.

This isn't just about saving time - it's about creating clarity, accountability, and peace of mind for everyone involved.

3. Headshot Collection and Branding

You want to put your best foot forward as a business, but it's difficult when every team photo looks different or are all low quality. Also, designers shouldn't have to chase down profile pics - or manually crop, rename, and format them. This is one of the most common internal bottlenecks, and one of the easiest to fix with Formyra.

Create a simple form that asks employees to upload a headshot. You can also include fields for name, title, and a short bio blurb. From there, your workflow takes over:

• Validates image size and format
• Renames the file based on naming convention (e.g. “first-last-title.jpg”)
• Applies AI-based background removal or styling to match your brand
• Sends the image to your designer or marketing team (or Slack) for final review
• Auto-generates a team bio using the text inputs + AI

The result: clean, branded team photos and bios that are ready to publish, without 12 rounds of email follow-ups. Here's what a workflow in Formyra built to handle this might look like:

1. Add an action step to remove the background from the image
2. Then add the company background and styling, ensuring professionalism and consistency
3. Edit and polish the employee's bio
4. Send everything to the design team to update on the website, social media, etc.

A Formyra workflow where internal team members can submit headshots and bios.

4. Internal Issue Reporting

Whether it's a broken monitor, a weird bug in your internal tools, or an office supply shortage — small problems turn into big distractions when there's no clear way to report and track them. You may be a large team looking for a better system, or a small team wanting to automate these processes without shelling out for an expensive system.

With Formyra, you can create a general-purpose internal issue reporting system in just a few clicks. Employees submit a form detailing the issue (you can include priority levels, categories, file uploads, or screenshots), and your workflow takes care of the rest:

• Routes the issue to the correct department
• Sends a confirmation to the submitter
• Notifies the assigned team or individual
• Tracks status and logs the submission for future reference
• Optionally follows up if the issue isn't marked resolved in X days

It's like having a mini help desk without needing to set up a help desk. Here's what that workflow could look like in Formyra:

1. Start with the form intelligence settings - make sure that upon submission of the issue the problem is clear and comprehensive. Ask Formyra's AI to seek additional information, clarity, and maybe even try to resolve the issue with the user on the spot.
2. Then, in the workflow, send a confirmation email including the submitted data to the user
3. Create the internal message to the team, organizing the submitted data into a clear-to-understand list of action items
4. Determine which department the email should be sent to
5. Send the email to the department with the submitted data (or this could be uploaded to Slack, etc.)
6. Delay for a week, giving the department time to resolve the issue
7. If no resolution, send a followup to the team

A Formyra workflow where team members can submit and handle issues in an organized and stress-free way.

5. Weekly Department Check-Ins

Weekly reports and check-ins are great for alignment — until they start feeling like busywork or managers feel like they're always having to nag their employees for the updates. If your team is spending more time formatting a doc than sharing anything meaningful, it's time for a better system.

With Formyra, you can create a check-in flow that takes 2 minutes to fill out and gives managers real insights. Each department gets a shared form with customized fields:

• What went well this week
• What you're stuck on
• Any blockers for next week
• Top priorities moving forward

Responses can be auto-summarized with AI, compiled into a manager-facing dashboard or email, and tracked week-over-week to spot patterns. Best of all? No more “Hey, can you send that update again?” messages. Here's how you could create that in Formyra:

1. Create a form with the above fields, and set the intelligence settings to ensure it's receiving comprehensive data from the submitter
2. Have Formyra's AI review the submission data and, if any blockers, alert the manager right away
3. Then format the user-submitted data, putting it into concise, numbered lists of items
4. Send those lists to the department manager
5. Take this workflow one step further by setting up a system-level workflow to run weekly, gathering the recent submissions and organizing all data into a report to be sent to the managers and department heads.

A Formyra workflow where team members can send in their weekly summaries, blockers, priorities, etc. to be summarized and consolidated.

Start Small, Scale Fast

You don't need a giant platform or an IT overhaul to fix internal processes. You just need something simple, flexible, and fast. That's what Formyra gives you. The five workflows above aren't just time-savers—they're team-smoothers. They reduce confusion, add consistency, and help everyone focus on work that matters. And once you see how easy it is to automate these, you'll start spotting other opportunities everywhere.