Skip to main content
English (Australia) English (Canada) English (Malaysia) English (New Zealand) English (Singapore)

Set up and use a sickness report

Updated

Available for the following HR classic plans Standard, Premium, Platinum
Available for the following User Access levels: Admin

You can set up an optional toggle to record the reason for absence for an employee who has taken sick leave. This data feeds into a Sickness Report for increased leave details and forecasting. It shows the types of leave taken, and common days on which leave is taken.

Set up sickness reasons toggle

Add sickness reasons to leave type
  1. Select  General Settings
  2. Select Leave Settings.
  3. Click Add Leave Type.
    addleavereason01.jpg
  4. Add the details of the leave type.
  5. Select the Leave reason required checkbox.
    addleavereason02.jpg
  6. Add any relevant sick leave reasons.
    addleavereason03.jpg
  7. Click Save.
    addleavereason04.jpg
  8. Fill the accrual details, then click Save.
    addleavereason05.jpg
  9. Add the employees in which this leave type will apply to.
    addleavereason06.jpg

Add sickness reason to leave requests

Add sickness reason to leave request as an employee
  1. Click the Time menu.
  2. Click Leave.
  3. Click Create leave request.
    sickreasonemp01.jpg
  4. Select the Leave reason drop-down box, and then select your leave reason.
    sickreasonemp02.jpg
  5. Enter the rest of the details for your leave request and click Submit.
    sickreasonemp03.jpg
Add sickness reason to leave request as a manager
  1. Click the Time menu.
  2. Select Leave Management.
  3. Select the employee leave request you would like to edit.
  4. Change the Leave type to the appropriate leave type with sickness reasons linked to it.
  5. Select the Leave reason drop-down box, then select the appropriate leave reason.
    sickreasonmgr01.jpg
  6. Select Save.

Using the sickness report

View the visual sickness report stats
  1. Select the  Reports menu.
  2. Select the Sickness Report.
  3. View Sickness Report stats, such as types of leave reasons and days which leave reasons are added.
    UI change sickness report.jpg
  4. You can use the filters at the top of the page to filter which results you want to see.
  5. On Elite tier and above plans, each chart card — Sick Leave Overall – Team, Sick Leave by Reason, and Most Popular Sick Leave Days — displays a Rate Breakdown panel beneath it. This panel shows the absence rate for each group as a horizontal bar with its percentage. The rates update automatically when you change filters or the date range.
View the detailed sickness report table
  1. Select the  Reports menu.
  2. Select the Sickness Report.
  3. Scroll to the bottom of the page to the Detailed table.
  4. The Detailed table gives you information for each period of absence, including:
    • Name.
    • Team.
    • Leave type
    • Reason.
    • Period.
    • Duration.
Export the detailed sickness report table as a CSV file
  1. Select the  Reports menu.
  2. Select the Sickness Report.
  3. Scroll to the bottom of the page to the Detailed table.
    Download Detailed table
  4. Click the Download button in the top right hand corner of first page.
Definitions
  • Sick Leave Overall - Team: the number indicates the total number of leave requests made during selected period.
  • Sick Leave by Reason: the number indicates the total number of leave requests made during selected period.
  • Most popular sick leave days: the total number of taken days, which are accumulated from the start date to the end date of the leave request.

    For example:
    Start Date: 05/03/2024 End Date: 11/03/2024
    Actual Leave Days: 4 days (the days the user selected for leave)
    Taken Days: 7 days (the total number of days from the start to the end date of the leave request).
  • Absence Rate (Rate Breakdown panel): available on Elite tier and above plans. Each chart card displays a Rate Breakdown panel showing the absence rate for each group as a horizontal bar. The absence rate is calculated as follows:
    • By Team: absent days ÷ (team headcount × working days in period) × 100
    • By Reason: absent days for this reason ÷ (workforce × working days in period) × 100
    • By Day of Week: absent days on this weekday ÷ (workforce × occurrences of this day in period) × 100

Explore related content

Powered by Zendesk