Absence requests are an important day to day HR responsibility. An organized, automated system will help avoid miscommunications. PeopleGoal's Absence Management app keeps HR, managers and employees in the loop about absence requests.
The app is simple to use and entirely customizable to your company's policies. Why not get started, to ensure employees get the leave they need to do their job optimally?
You can install the Absence Management app in any relevant workspace, from Culture to Development. Remember that you can add as many apps as you like to your PeopleGoal account!
We’ll take you directly to the app to get started. We have an Absence management Form Template up and running. If you don’t need to customize further, skip ahead to Step 4.
Your HR team may have a unique policy for absence management. With PeopleGoal’s app, you can make this as relevant as you need.
To edit the form template, simply press the Template menu, then Edit template.
Elements are the individual form fields. It’s easy to edit this to be more relevant to your company’s policies.
Perhaps you want forms to indicate where employees are absent due to their mental health? To do this, press the three dots beside the drop-down menu and select Edit select. You can then add ‘mental health need’.
HR may ask more questions on the Absence request in order to understand the reasons behind absenteeism. If you would like to repeat the drop-down menu form from the first question, it’s easy to duplicate elements.
You may want to rearrange the structure of the form. To re-order elements:
You may want to use the form as a chance to gain more insights into absence management at your organization. For example, you may want to ask whether employees feel they have adequate leave to do their job optimally.
Sliders work well for measuring agreement or likelihood. You could ask employees to measure the statement ‘I feel that I have adequate leave to perform optimally and prevent burnout’ on a slider.
Your form is all customized and almost ready to go. Now, choose who will see the form before it is passed back to HR.
Above the form template is the form’s workflow. This identifies who interacts with your form, and at what stage of the process. You can customize this as much as you want.
Each square of the workflow is a state. Each state has its own participant. You may wish to add managers to this workflow, so that they can see any employee requests for absence.
You may want to add an element that is only visible to HR. Select add section and then add element to create a text input for HR to provide some initial thoughts. This section can be invisible outside of HR.
You can make status flags more relevant to your company's language.
Participants are the individuals involved in the absence request - each state has one participant. To automate absence requests, you can set up default participants according to account Relationships.
This means when an absence request comes through, the process of informing the employee's manager and the HR team can be automated.
Not everything will be relevant to every participant - and absence requests can contain confidential information. You can select whether each participant has 'Full Visibility' or 'Limited Visibility'.
For example, if HR adds comments at the end of the form, you may not want this to be visible to the employee making the absence request.
Permissions control who can access the Absence Requests app in your PeopleGoal account. This determines who can create, edit and/or view all of the Absence Request forms.
For Absence Requests, we reccommend you set the permission to Create only. This means employees can create absence requests when they need to, but can't see the requests of other employees.
Maybe there are certain individuals you would like the forms to be visible to, for example team managers. HR may even want managers to be able to edit absence requests with their own comments.
The person who installed the app has Owner permission by default. They can assign different permissions to users. These specific team and user permissions overwrite the default permission type.
You might consider giving your leadership team 'Create and View' permissions, so they can see all absence requests but cannot edit app states or the template.
All that's left to do now is to send off the absence request form to employees!
If you want to inform entire teams about the absence request form, so they know where to go when they need it - you can launch the form for entire teams.
PeopleGoal captures every data point of your company's absence request, so that you can track the absenteeism and wellbeing of your employees.
Our Reports building article will teach you how to make the most of this quantitative data - so that you can start creating evidence-based strategies for your people.
New to PeopleGoal? Book a demo to see our Absence Management app and other HR workflows in action.