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Getting started with Sickness Absence – managers


myhrtoolkit provides easy administration and comprehensive tracking of employee sickness absence.

Sickness Absence

Within myhrtoolkit there are three ways that sickness absence can be recorded, company policy will dictate which are used:

  • by the employee
  • by a manager
  • initiated by a manager, closed by the employee

Depending on company policy, employee sickness absence may be recorded by the employees themselves. When they submit a record of absence, it will appear on your message board.

Conversely, as a manager you may be required to record employee sickness absence with myhrtoolkit. There are two ways in which you can record employee absence; using the management dashboard or via the employee files.

  1. Management dashboard
    From the ‘absence’ icon on the toolbar, follow the ‘sickness absence dates‘ link.On an employee’s return to work, this page will enable you to record their absence period. The dates are inclusive, so to record a single day the ‘From’ and ‘To’ dates should be the same. Use the time missed box(es) to record the working time the employee has missed according to their work pattern, then Submit.Following the ‘notes and docs‘ link will allow you to add details about the absence.The ‘Upload form‘ link (bottom left) will allow you to specify the reason for the employee’s absence. The employee may be able to update this record themselves, giving the reason for absence.There is also provision for you to add notes and documents as required.

    Note – If a ‘Return to work’ template has been setup within your organisation, a link to it will appear towards the right of the screen. Clicking the link will download the template document which can be completed, saved, and uploaded back into myhrtoolkit.

  2. Employee files
      1. If the employee has not returned

    If the employee has not returned, an absence record can be opened by selecting ‘Mark as sickness absent‘ from within the employee files.

    You are asked for a start date, and can enter some notes.

    A note (in red) is displayed at the top of the employee’s summary sheet to reflect their absence.

    Once an employee is marked as being sickness absent, it is noted on their message board and, depending on company policy, they may be required to close the absence themselves.


      1. If an employee has been absent and has returned to work

    If an employee has been absent and has returned to work, select their record from the employee files page. On the summary sheet, follow the ‘Manually add sickness absence‘ link.

    The absence can then be recorded.

  3. Reports on absence
    myhrtoolkit provides a number of reports on absence. The attendance chart gives a month-to-view of who has been away, with various tick options for filtering the information.The ‘absence reports‘ tab presents other useful reports, all easily filterable, and each with a link to export the filtered data to Excel.Another view of absence is available in the ‘management > sickness absence dates‘ tab. This multi–purpose page allows the input of sickness, and reports on an employee’s days recorded as sickness absent.
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