Zoho People + Cliq Automation: Build an Approval System in 1 Hour (2026)

Every Indian HR team has the same problem: an employee submits a leave request in Zoho People at 9 AM, the manager checks Zoho People at 3 PM, approves it at 3:05 PM, and the employee has been WhatsApping colleagues all day asking “approval aaya kya?” This 6-hour delay — for a 30-second decision — exists because approvals live in Zoho People but managers live in Zoho Cliq. This guide bridges that gap completely. By connecting Zoho People and Zoho Cliq automation, your managers will receive a Cliq message with the full leave request and two buttons — Approve and Reject — the moment an employee submits. The manager clicks one button in Cliq. Zoho People updates automatically. The employee gets notified. Total decision time: under 60 seconds. Total build time: under 60 minutes. This guide covers the complete setup — from Cliq webhook to Deluge function to interactive bot buttons — with real, copy-ready code for leave approvals, expense approvals, and asset requests.

Prerequisites and Plan Requirements

Step 1 — Create the Zoho Cliq Incoming Webhook 5 minutes

The incoming webhook is Cliq’s endpoint that receives messages from external systems — in this case, from Zoho People’s Deluge function. Every time a leave request is submitted, Deluge will POST a JSON payload to this URL and Cliq displays it as a message.

Step 2 — Write the Deluge Custom Function in Zoho People 15 minutes

Leave Approval Cliq Notification — Complete Deluge Function

// Zoho People Custom Function — Leave Approval to Cliq
// Trigger: Leave module, On Record Add
// Module: Leave Tracker

void sendLeaveApprovalToCliq(string leaveId)
{
  // ================================================
  // STEP 1: Fetch the leave request details
  // ================================================
  leaveRecord = zoho.people.getRecordById("P_LeaveTracker", leaveId);
  
  employeeName = leaveRecord.get("Employee_Name").toString();
  employeeId   = leaveRecord.get("Employee_ID").toString();
  leaveType    = leaveRecord.get("Leave_Type").toString();
  fromDate     = leaveRecord.get("From").toString();
  toDate       = leaveRecord.get("To").toString();
  noOfDays     = leaveRecord.get("No_of_Days").toString();
  reason       = leaveRecord.get("Reason").toString();
  
  // Get reporting manager email
  empRecord    = zoho.people.searchRecords("P_Employee",
                   "Employee_ID", "=", employeeId);
  managerEmail = empRecord.get(0).get("Reporting_To_MailID").toString();
  managerName  = empRecord.get(0).get("Reporting_To").toString();

  // ================================================
  // STEP 2: Fetch employee leave balance
  // ================================================
  balanceResp  = zoho.people.getLeaveBalance(employeeId, leaveType);
  leaveBalance = balanceResp.get("Balance").toString();

  // ================================================
  // STEP 3: Build the Cliq message card with buttons
  // Interactive message format using Cliq's card schema
  // ================================================
  
  // Encode leave ID and employee ID in button actions
  approveAction = "APPROVE|" + leaveId + "|" + employeeId;
  rejectAction  = "REJECT|"  + leaveId + "|" + employeeId;
  
  // Build Cliq interactive message payload
  cliqPayload = Map();
  cliqPayload.put("text", "Leave Request — Action Required");
  
  // Message card object
  card = Map();
  card.put("title", "Leave Approval Request");
  card.put("theme", "modern-inline");
  
  // Slide content (body of the card)
  slide = Map();
  slide.put("type", "label");
  
  dataRows = list();
  dataRows.add(Map({"label":"Employee","value": employeeName + " (" + employeeId + ")"}));
  dataRows.add(Map({"label":"Leave Type","value": leaveType}));
  dataRows.add(Map({"label":"From","value": fromDate}));
  dataRows.add(Map({"label":"To","value": toDate}));
  dataRows.add(Map({"label":"Duration","value": noOfDays + " day(s)"}));
  dataRows.add(Map({"label":"Reason","value": reason}));
  dataRows.add(Map({"label":"Balance After Approval","value": leaveBalance + " days remaining"}));
  
  slide.put("data", dataRows);
  slides = list();
  slides.add(slide);
  card.put("slides", slides);
  
  // Action buttons — Approve (green) and Reject (red)
  buttons = list();
  
  approveBtn = Map();
  approveBtn.put("label", "Approve");
  approveBtn.put("hint", "Approve this leave request");
  approveBtn.put("action", Map({
    "type": "invoke.function",
    "name": "handleLeaveAction",
    "data": Map({"action": approveAction, "manager": managerName})
  }));
  buttons.add(approveBtn);
  
  rejectBtn = Map();
  rejectBtn.put("label", "Reject");
  rejectBtn.put("hint", "Reject this leave request");
  rejectBtn.put("action", Map({
    "type": "invoke.function",
    "name": "handleLeaveAction",
    "data": Map({"action": rejectAction, "manager": managerName})
  }));
  buttons.add(rejectBtn);
  
  card.put("buttons", buttons);
  cliqPayload.put("card", card);
  
  // ================================================
  // STEP 4: Post to Cliq via incoming webhook
  // ================================================
  cliqWebhookUrl = "https://cliq.zoho.in/api/v2/channelsbyname/hr-approvals/message?zapikey=YOUR_ZAPIKEY";
  
  webhookResp = invokeurl
  [
    url     : cliqWebhookUrl
    type    : POST
    headers : {"Content-Type": "application/json"}
    body    : cliqPayload.toString()
  ];
  
  info "Cliq notification sent for leave: " + leaveId 
       + " | Response: " + webhookResp;
  
  // ================================================
  // STEP 5: Also send a DM to the specific manager
  // (in case they are not monitoring the channel)
  // ================================================
  dmPayload = Map();
  dmPayload.put("text", "You have a pending leave approval from " 
                + employeeName + " for " + noOfDays 
                + " day(s) from " + fromDate 
                + ". Check #hr-approvals channel to approve.");
  
  dmUrl = "https://cliq.zoho.in/api/v2/chat?zapikey=YOUR_ZAPIKEY"
         + "&channel=" + managerEmail;
  
  dmResp = invokeurl
  [
    url     : dmUrl
    type    : POST
    headers : {"Content-Type": "application/json"}
    body    : dmPayload.toString()
  ];
  
  info "DM sent to manager: " + managerEmail;
}

Step 3 — Configure the Zoho People Workflow Rule 10 minutes

The workflow rule is the trigger that calls your custom function automatically when a leave is submitted. Without this, the Deluge function only runs when manually called.

Step 4 — Build the Cliq Bot Action Handler 20 minutes

The incoming webhook posts the message and buttons to Cliq — but when a manager clicks Approve or Reject, Cliq needs to know what to do with that click. That is the bot’s action handler — a Cliq-side Deluge function that receives the button click, calls the Zoho People API to update the leave status, and posts a confirmation message.

Cliq Bot Handler — Processes Approve and Reject Clicks

// Zoho Cliq Bot Handler: handleLeaveAction
// Triggered when manager clicks Approve or Reject button
// in the HR approval Cliq message

Map handleLeaveAction(Map payload)
{
  // Extract the action data from button click
  actionData   = payload.get("data");
  actionString = actionData.get("action").toString(); // "APPROVE|leaveId|empId"
  managerName  = actionData.get("manager").toString();
  managerEmail = payload.get("user").get("email").toString();
  
  // Parse action string
  parts      = actionString.split("|");
  decision   = parts.get(0); // "APPROVE" or "REJECT"
  leaveId    = parts.get(1);
  employeeId = parts.get(2);
  
  // ================================================
  // Call Zoho People API to update leave status
  // ================================================
  newStatus = (decision == "APPROVE") ? "Approved" : "Rejected";
  
  // Zoho People API: Update Leave Status
  updatePayload = Map();
  updatePayload.put("recordId", leaveId);
  updatePayload.put("status", newStatus);
  updatePayload.put("remarks", "Decision taken by " + managerName 
                               + " via Zoho Cliq on " 
                               + today().toString("dd-MMM-yyyy"));
  
  // Call Zoho People REST API with OAuth token
  peopleApiUrl = "https://people.zoho.in/api/forms/P_LeaveTracker/"
               + "updateRecord?recordId=" + leaveId;
  
  apiResp = invokeurl
  [
    url     : peopleApiUrl
    type    : POST
    headers : {"Authorization": "Zoho-oauthtoken " + zoho.oauthtoken,
               "Content-Type": "application/json"}
    body    : updatePayload.toString()
  ];
  
  // ================================================
  // Fetch employee Cliq handle to send them a DM
  // ================================================
  empRecord    = zoho.people.searchRecords("P_Employee",
                   "Employee_ID", "=", employeeId);
  employeeName = empRecord.get(0).get("First_Name").toString();
  employeeEmail= empRecord.get(0).get("EmailID").toString();
  
  // Send DM to employee with decision
  dmText = (decision == "APPROVE")
    ? "Your leave request has been *approved* by " + managerName + ". Enjoy your leave!"
    : "Your leave request has been *rejected* by " + managerName 
      + ". Please reach out to your manager for more details.";
  
  dmPayload = Map();
  dmPayload.put("text", dmText);
  
  dmUrl = "https://cliq.zoho.in/api/v2/chat?zapikey=YOUR_ZAPIKEY"
         + "&channel=" + employeeEmail;
  
  invokeurl
  [
    url     : dmUrl
    type    : POST
    headers : {"Content-Type": "application/json"}
    body    : dmPayload.toString()
  ];
  
  // ================================================
  // Return response to update the Cliq message
  // (replaces the Approve/Reject buttons with a status)
  // ================================================
  statusIcon = (decision == "APPROVE") ? "tick-circle" : "times-circle";
  statusColor= (decision == "APPROVE") ? "#2e7d32" : "#c62828";
  statusText = (decision == "APPROVE") 
    ? "Approved by " + managerName 
    : "Rejected by " + managerName;
  
  responseMsg = Map();
  responseMsg.put("text", "*Leave Request " + newStatus + "*\n"
               + employeeName + "'s leave has been " 
               + newStatus.toLowerCase() + " by " + managerName
               + " on " + today().toString("dd-MMM-yyyy"));
  
  return responseMsg;
}

Bonus — Expense Approval Automation with Zoho People + Cliq

The same architecture works for expense approvals. Create a second custom function triggered when an expense is submitted in Zoho People’s expense module:

// Zoho People Custom Function — Expense Approval to Cliq
// Trigger: Expense module, On Record Add
// Adapted from leave approval function

void sendExpenseApprovalToCliq(string expenseId)
{
  // Fetch expense record
  expRecord    = zoho.people.getRecordById("P_Expense", expenseId);
  
  employeeName = expRecord.get("Employee_Name").toString();
  employeeId   = expRecord.get("Employee_ID").toString();
  expenseDate  = expRecord.get("Expense_Date").toString();
  category     = expRecord.get("Category").toString();
  amount       = expRecord.get("Amount").toString();
  currency     = expRecord.get("Currency").toString();
  description  = expRecord.get("Description").toString();
  receiptUrl   = expRecord.get("Receipt_Attachment").toString();
  
  // Get manager details
  empRecord    = zoho.people.searchRecords("P_Employee",
                   "Employee_ID", "=", employeeId);
  managerEmail = empRecord.get(0).get("Reporting_To_MailID").toString();
  managerName  = empRecord.get(0).get("Reporting_To").toString();
  
  // Build expense approval message
  approveAction = "EXP_APPROVE|" + expenseId + "|" + employeeId;
  rejectAction  = "EXP_REJECT|"  + expenseId + "|" + employeeId;
  
  cliqPayload = Map();
  cliqPayload.put("text", "Expense Claim — Approval Required");
  
  card = Map();
  card.put("title", "Expense Approval Request");
  card.put("theme", "modern-inline");
  
  slide = Map();
  slide.put("type", "label");
  
  dataRows = list();
  dataRows.add(Map({"label":"Employee","value": employeeName}));
  dataRows.add(Map({"label":"Date","value": expenseDate}));
  dataRows.add(Map({"label":"Category","value": category}));
  dataRows.add(Map({"label":"Amount","value": currency + " " + amount}));
  dataRows.add(Map({"label":"Description","value": description}));
  if(receiptUrl != "" && receiptUrl != null)
  {
    dataRows.add(Map({"label":"Receipt","value": "[View Receipt](" + receiptUrl + ")"}));
  }
  
  slide.put("data", dataRows);
  slides = list();
  slides.add(slide);
  card.put("slides", slides);
  
  // Buttons
  buttons = list();
  approveBtn = Map({"label":"Approve","action":Map({
    "type":"invoke.function","name":"handleExpenseAction",
    "data":Map({"action":approveAction,"manager":managerName})})});
  rejectBtn = Map({"label":"Reject","action":Map({
    "type":"invoke.function","name":"handleExpenseAction",
    "data":Map({"action":rejectAction,"manager":managerName})})});
  buttons.add(approveBtn);
  buttons.add(rejectBtn);
  card.put("buttons", buttons);
  cliqPayload.put("card", card);
  
  // Post to #hr-approvals channel
  cliqWebhookUrl = "https://cliq.zoho.in/api/v2/channelsbyname/"
                 + "hr-approvals/message?zapikey=YOUR_ZAPIKEY";
  
  invokeurl
  [
    url     : cliqWebhookUrl
    type    : POST
    headers : {"Content-Type": "application/json"}
    body    : cliqPayload.toString()
  ];
  
  info "Expense approval sent to Cliq for: " + expenseId;
}

India HR Context — Leave Types and Compliance Considerations

India’s labour laws create specific leave approval requirements that affect how you configure the Zoho People Cliq automation. Understanding these helps you build the right approval rules — and what information to include in the Cliq message.

Auto-Approve Short Sick Leave — Deluge Code

// Add this condition BEFORE calling the Cliq notification
// in your sendLeaveApprovalToCliq function

void sendLeaveApprovalToCliq(string leaveId)
{
  leaveRecord = zoho.people.getRecordById("P_LeaveTracker", leaveId);
  leaveType   = leaveRecord.get("Leave_Type").toString();
  noOfDays    = leaveRecord.get("No_of_Days").toDecimal();
  
  // Auto-approve Sick Leave of 2 days or less
  if(leaveType == "Sick Leave" && noOfDays <= 2)
  {
    autoApprovePayload = Map();
    autoApprovePayload.put("recordId", leaveId);
    autoApprovePayload.put("status", "Approved");
    autoApprovePayload.put("remarks", "Auto-approved by system: Sick leave up to 2 days.");
    
    invokeurl
    [
      url  : "https://people.zoho.in/api/forms/P_LeaveTracker/updateRecord?recordId=" + leaveId
      type : POST
      headers: {"Authorization": "Zoho-oauthtoken " + zoho.oauthtoken,
                "Content-Type": "application/json"}
      body : autoApprovePayload.toString()
    ];
    
    info "Sick leave auto-approved: " + leaveId;
    return; // Exit function — no Cliq notification needed
  }
  
  // For all other leave types, continue to Cliq notification
  // ... (rest of the function from Step 2)
}

Troubleshooting Common Issues

5 Enhancements to Build Next

Zoho People + Cliq Automation — 12 Questions Answered

Does Zoho People have native Zoho Cliq integration?

Yes. Zoho People and Zoho Cliq share the same organisational user base when connected to the same Zoho account. Zoho People’s Deluge custom functions include the built-in zoho.cliq.postToChannel function for basic channel messages. For interactive approval buttons, you need either an incoming webhook (for the notification) combined with a Cliq bot action handler (for button responses), as shown in this guide. The Zoho People Cliq automation described here does not require any third-party middleware — everything runs within the Zoho ecosystem.

Which Zoho People plan is needed for this automation?

The Zoho People Professional plan or above is required. Essential HR does not include custom Deluge functions. Professional, Premium, and Enterprise all support custom functions and workflow rules needed for this guide. Zoho One subscribers get both Zoho People and Zoho Cliq included — no additional licencing required. The Cliq bot feature is available on all Cliq plans including the free tier.

Can a manager approve from Cliq mobile app?

Yes — this is one of the most valuable features of the Zoho People Cliq automation setup. The Cliq mobile app (Android and iOS) displays interactive message cards with buttons, exactly as they appear on desktop. A manager on the road can receive a leave request push notification, open Cliq on their phone, tap Approve, and the leave is updated in Zoho People — all without opening a browser or logging into Zoho People directly.

How do I handle multi-level approvals (manager + HR head)?

Build a two-stage workflow: Stage 1 sends the Cliq approval message to the line manager. When the manager approves (Stage 1 complete), the bot handler does not immediately mark the leave as “Approved” in Zoho People — instead, it changes the status to “Pending HR Approval” and sends a second Cliq notification to the HR head with the manager’s approval noted. Only when the HR head clicks Approve does the final “Approved” status get written to Zoho People. This two-stage pattern is common in Indian companies for leaves above 5 days or for maternity/paternity leaves.

Official Resources — Zoho People + Cliq Automation

• Zoho People REST API — Leave Management Endpoints
• Zoho Cliq — Incoming Webhooks Developer Documentation
• Zoho Cliq — Bot Development Guide
• Zoho Deluge Language Reference — invokeURL and API Calls
• Zoho Books India GST — Expense Claims to Invoice Integration
• Book Free Consultation — Codroid Labs Zoho People Automation India