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Getting started with Sickness Absence Management – controllers FAQ


myhrtoolkit provides easy administration and comprehensive tracking of employee absence. To access the absence management facilities, navigate to setup & admin and scroll down to see the Sickness absence options. This guide will show you how to complete common absence related tasks.

Sickness Absence

How Do I..

  1. Assign an absence manager?
  2. Alter whether users can report their own absence?
  3. Add/ remove or correct sickness absence?
  4. Set-up absence notifications/ emails?
  5. View absence/ attendance on an employee by employee basis?
  6. Export absence information to Excel?
  7. Set up a ‘Return to work’ Template?
  8. Change whether an absence period is treated as an ‘incident’?
  9. Record hours of sickness absence, rather than days?
  1. How do I assign an absence manager?
    From the setup & admin > Sickness absence options, follow the ‘Absence manager‘ link. Due to the nature of sickness absence, myhrtoolkit restricts the availability of this information within an organisation. As outlined in the guidance on the page, sickness absence is classified as sensitive personal data as defined by the Data Protection Act, we recommend paying attention to the additional notes given on the page.The page lists all the managers. To assign sickness absence manager rights, ensure the box in their row is ticked, and submit. To remove the rights from a manager, clear the box and submit again.

  3. How do I alter whether users can report their own absence?
    From the setup & admin > Sickness absence options, follow the ‘sickness absence settings‘ link.
    Select your company policy from the options available next to “Would you like users to be able to report their own sickness absence?

  5. How do I add/remove or correct sickness absence?
    Following the ‘Sickness absence dates‘ link in setup & admin will show this page:
    As a controller, you will see sickness absence data for all employees, whilst absence–managers will only see data for those whom they manage. With this in mind, care should be taken when curating this information.
    Should you need to add absence data, this can be done by providing a start date, inclusive end date, and the amount of working time missed according to the employees work pattern, then hitting the relevant ‘Submit‘ button. Editing an absence is achieved by following the ‘Edit‘ link on the right of an absence row. Any updates should then be submitted. If no changes are needed, pressing ‘Submit‘ will return you to the previous page. To delete an absence, follow the right-most link of an employee row. The absence will then be removed from the system permanently.

  7. How do I set-up absence notifications/ emails?
    When a manager marks an employee as absent due to sickness, or informs the system that a period of absence has ended, a notification/ email can be sent to all the absence–managers and managers to whom the employee reports, all controllers with absence manager permissions, selected employees, and other external email addresses. To enable or disable this behaviour, navigate to setup & admin > Notifications, and scroll down to the “Sickness” section.For each group of people you wish to have notified, select the relevant yes/no then press Submit. Additional email addresses can be added by filling in the text box and submitting, one new email per Submit.

    Note – these settings are global. If employees or other email addresses are included, they will receive a notification whether or not they have any connection to the employee in question. This may be privacy issue and should be handled with care.


  9. How do I view absence/attendance on an employee by employee basis?
    To see data relating to an individual, choose the ’employee files’ tab and the ‘absence’ icon. Employees can be found by either using the search text box, or by filtering using the department/ location/ employee/ etc. dropdown boxes. Details of sickness and general absence will be shown on absence tab.From within Employee files > Absence, the attendance chart tab will show the selected employee’s attendance record for a given month.

  11. How do I export absence information to Excel?
    myhrtoolkit provides functionality for exporting sickness absence data for use in Excel. From the setup & admin > Sickness absence, follow the ‘Sickness absence dates‘ link. Filter the data as required – date, location, department, etc. When you have your chosen data, follow the ‘Export to Excel‘ link and save the file (it will be in CSV format). Other absence reports are available from the Management dashboard, e.g. sickness absence, reasons for illness report, sickness absence analysis report, all absence, etc. From the management dashboard, select absence, then ‘absence reports.’ Each of these reports has an ‘Export to Excel‘ link.

  13. How do I set up a ‘Return to work’ Template?
    To aid with monitoring when employees return to work, a template document can be set up for managers to fill in and upload. To enable this functionality, navigate to setup & admin > Sickness absence settings.Choose a file and click ‘Submit.’ The document will be uploaded, and be available to managers via Management toolbar > absence > sickness absence dates, then follow the notes & docs link. Further information is available in the management guide to sickness absence.To change or remove an existing template, follow the relevant link.

  15. How do I change whether an absence period is treated as an ‘incident’?
    By default all absences are counted in absence reports, however there may be cases where the absence should not be counted, for instance where it stems from a disability.
    Using Management > absence > reports > sickness absence report, or Management > reports > absence reports > sickness absence report, find the relevant record of the employee’s absence. In the Include this as an incident column click the Change link. The page will automatically reload with the status changed.
    Changing the incident status of an absence will have the following effects:

    • Management > reports > absence reports
      • Sickness absence reports – Absences that aren’t incidents still show in this report but are not included in the Bradford calculation for that user.
      • Sickness absence analysis report – Absences that aren’t marked as incidents are shown in the overall count, don’t contribute towards the Bradford score calculated on this report.
    • Employee Files
      • Summary Sheet – Non-incidents don’t contribute to the Bradford score within the “Sickness” section of the Summary Sheet.
      • Absence – Non-incidents are still shown on this page. The “Include this as an incident” column will reflect what was set in the Sickness Absence Report, however non-incidents are also not included in the Bradford calculation on this page.
  16. How do I record hours of sickness absence, rather than days?
    Your HR system may be configured to record the number of working hours the absence lasted, in addition to the number of days (rather than replacing the recording of days). This is because in some organisations a ‘day’ may represent different lengths of time in different work patterns, and allows better understanding of reported absence. So if a work pattern is a 7.5hr day, 2 days sickness would be recorded as ‘2’ in the days box, and ’15’ in the hours box. These figures will shown on reports alongside the reported days.
    To enable this functionality, navigate to setup & admin > sickness absence settings and select Yes to the question “Would you like to require all sickness events to be recorded in hours as well as days?” Note that once activated this setting should be left on to ensure full reporting. If you wish to deactivate the setting, please seek advice from myhrtoolkit support staff.
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