In case a team member is sick, there're two thing to take into account:
Planning: as the team member is not able to work, and you might need a replacement.
Time registration: for your own administration and to keep the overtime balance correct for team members with a fixed-hours contract.
In this article you will learn how to process sick leave in the planning as well as time registration.
Planning
When someone is sick they cannot work and should not be scheduled. Therefore, it is useful to report that person sick on the planning.
How to report a team member sick?
Navigate to 'Availability' and go to 'Sick leave'.
Click '+Sick report'.
Select the team member and the date (first day of sick leave).
Click 'Save'.
When you report someone as sick, they will appear in the schedule with the 🤒 emoji. If they were already scheduled for a shift, that shift will be marked as a conflict. We recommend either deleting the shift or assigning it to a different team member if a replacement is available.
In an open shift window, it looks like this:
End sick leave and registration of hours
Once you end someone's sick leave, they’ll appear as normal in the schedule, with no conflicts. You can also choose to register sick leave hours at that moment, and indicate how many.
End sick leave
Navigate to 'Availability' and go to 'Sick leave'.
Find the active sick report, and open it.
Add a date as 'last day of sick leave'.
Now you choose whether you register sick leave hours or not.
Sick leave hours
Now you can add sick leave hours.
➡️ Example: If someone has a fixed-hours contract for 40:00 hours a week, and they were on sick leave for one full week, you enter 40:00.
⚠️ Keep the following in mind:
As a manager you determine the number of sick leave hours. If someone's been off sick for two days and only works two days a week, it's up to you to decide whether you register two sick leave days, or none at all.
In case the team member has a fixed-hours contract, Eitje will show a suggestion of the number of sick leave hours, based on the workweek.
Did you leave the scheduled shifts in place during the team member’s sick leave? If so, those hours are already included in the time registration. You can simply change the type to ‘Sick’. When ending the sick leave, make sure to enter 0 hours to avoid registering duplicate sick hours.
If you did remove the team member from the schedule, it's important to enter the correct number of sick leave hours at this step.
The number of sick leave hours is especially important for team members with fixed-hours contracts, as it ensures their overtime balance stays accurate.
Click 'Save'
As soon as the sick report has been processed, you will find it under 'Sick reports in the past'.
💡 Made a mistake? You can simply reopen the sick report and click 'Reprocess'.