Absence Management

Keeping detailed records is an essential first step in managing staff absence. It means that the correct processes can be followed, it highlights issues and trends, and helps ensure that employees are given the support they need.

Can we help?

This article looks at how People Inc. can help you manage absence from work. If you would like to know more, or want to understand a particular feature in more detail, we can ask one of our team to contact you.

For holiday (or planned absence in general) keeping records helps with resource management and operational planning. Bookings can be used to build a holiday calendar and either cover can be arranged, or production schedules/targets can be adjusted, when employees are off work.

For unplanned absence, accurate record-keeping will help ensure that the correct steps are taken when staff are off work. It will also help establish where levels of absence are higher than average, and give HR or management the opportunity to provide support and cater for the needs of those struggling with absence.

Recording Absence

It is possible to manage both planned and unplanned absence using People Inc. The system retains a full history of absence records for each employee (and users can add to, and update these historical records as required). The absence history entries can be used to generate alerts, to help manage the absence process, and to provide statistics (and absence reports).

In addition, an online form (accessible from a mobile phone or a PC) enables employees to request time off (holiday, or study leave for example). Where a category of absence is managed using an allowance, the system automatically keeps track of the number of days taken each year. Flexitime can be accumulated and booked using the same approach, and rules within the system ensure that time is not deducted over bank holidays.

A full range of unplanned absence categories can also be managed using the system. This includes sickness, problems at home and and travel problems. When employees contact their workplace to report that they will be absent, managers can add this information to the People Inc. system. Alerts can be generated when employees are unexpectedly absent, and this can help ensure that cover is made available.

Following a Period of Sickness

When an employee returns to work following a period of sickness, they need to provide information about their absence. Where the duration of a period of sickness is less than 7 days (in some organisations this period is shorter/longer), employees can usually provide self-certification. Where the absence from work lasts for longer than 7 days, the employee must ask their doctor to give them a Fit for Work note. This information can be recorded against individual sickness records held in the system.

Employee holding tablet smiles at two clients across a desk

Fit for Work notes provide the employer with information relating to the sickness absence that can be used to help manage longer-term sickness (for example, when the employee might be referred for an assessment).

Following a period of unplanned absence, an employee can provide information relating to their time away from work using the People Inc. return to work screen. They can also submit any supportive documentation themselves (Fit for Work notes, etc.)

Employee sitting in front of window hands colleague a sheet of paper

Making sure a return to work meeting takes place each time an employee is off sick is an essential part of a company’s absence management process. It enables the employer to learn why the employee was absent and provides the opportunity to establish whether the employee has recovered sufficiently well to return to work. If there are changes that need to be made to accommodate the employee’s return to work, the absence record held within the system can be updated with the details discussed at the meeting

Important information relating to the employee’s sickness can be established during a return to work meeting. In some situations, the employer may need to provide additional support or change the working environment or the hours an employee works. This is particularly true if the sickness is related to some form of mental illness, a disability or a long term health problem.

Information about the re-integration of the employee into the workplace following a period of absence can be managed within the People Inc. system.

Reporting and Analysis

Recording and monitoring this information can provide a better understanding of absence trends and patterns and help to reduce the occurrence of some kinds of sickness absence. For example, there may be an area within the organisation where short-term sickness is more common than elsewhere. This may be due to the conditions or work practices in that area, or it may be some other factor causing the problem (something that can be addressed with the introduction of better procedures, or with training).

Smiling employee looks at colleague focussing on work item

More Information

If you would like more information regarding People Inc. and how it can help manage holidays and absence, please contact us on 01908 265111, or click the button below to request a call-back.

Related Features

The People Inc. system provides extensive functionality to help manage employee absence. Links to some examples are provided below:

Absence Update

Additional People Inc. features designed to help manage holidays and other forms of absence.

Absence Year End

Advice and guidance on the year-end activities related to People Inc. absence management.

Absence Features

A summary of the absence features offered by the People Inc. system, and the ESS module.

Discover more about these topics

External Resources

Listed below are some links to additional absence-related information. The links go to pages on external websites. These links are given for reference only.

Checking Holiday Entitlement (www.acas.org.uk) - External Link.
UK Bank Holidays (www.gov.uk) - External Link.
Covid-19 rules on carry over (www.gov.uk) - External Link.

Recording and Managing Absence Records