Moving from email templates to Windows Form

Hello. Looking for ideas and suggestions to turn the good old business process managed by emails into a windows form or Modern windows based process. As pilot test, I would like to revamp the current requests used in a call center to manage absenteism & work relations. When an employee is missing, there is a department that requires from a Team leader that they email and fill up a template for their request. I would like to replace that email + template by a Form that will allow more automations & a better tracking and notification. I can provide more details as we establish contact and intent to collaborate. The document attached provides more details around that process.