Absence Management
Softworks Staff Absence Management Software helps you automate, track and manage employee absences of all types.
- · Easily Track and Manage Employee Absences
- · Eliminate Manual Processes
- · Simplify Leave Management of any type
- · Streamline Absence Information to Payroll
- · Set Targets Centrally while Managing Locally
- · Generate Real-time Reports
Streamlining Absences, Empowering Efficiency
Manage All Employee Absences with Ease
Softworks Absence Management Software efficiently automates and manages all types of employee absences, from annual to parental, streamlining the handling of absences and providing real-time attendance data for enhanced organizational efficiency.
Here’s what makes it great:
Simplify Leave Logistics: Streamline the handling of all leave types with ease and precision.
Transform Absence Management: Automate and revamp the way you manage employee absences, from sick leave to parental leave and everything in between.
Seamless Payroll Synchronization: Effortlessly link absence data with payroll for accurate and hassle-free processing.
Unified Organizational Visibility: Gain a centralized view of absence trends and compliance across your organization.
Insightful Absence Analytics: Leverage real-time data for informed decision-making about workforce availability and health trends.
Eliminate Manual Work: Replace outdated manual processes with a sleek, automated absence management system.
Benefits of Absence Management Software
Easily Track and Manage Employee Absences
Manage sick leave, annual leave, maternity, parental, adoptive, carers and force majeure in a simple and efficient way.
Eliminate Manual Processes
Automate the absence management process and reduce absenteeism and expenses in return.
Simplify Leave Management of any type
Reduce costs, save time and improve efficiency with a streamlined leave management process.
Streamline Absence Information to Payroll
Send leave information directly to payroll and reduce pay processing complications.
Set Targets Centrally while Managing Locally
Use our centralized system and stay in control across the whole organization.
Generate a range of Real-time Reports
Frequently Asked Questions
What is an Absence Management Software?
Absence Management Software is a tool designed to streamline and automate the process of managing employee absences within an organization. It provides a centralized system for tracking and recording various types of absences, such as annual leave, sick leave, maternity leave, and other time-off requests. The software helps organizations efficiently manage and monitor employee absences, ensuring compliance with policies and regulations.
How much does the Absence Management Software cost?
Softworks pricing is determined by the size of your organization, with a one-time implementation fee. To get a quote, please click here.
Who uses Absence Management Software?
Absence Management Software is utilized by various organizations across different industries and sectors. It is commonly used by businesses of all sizes, including small businesses, medium-sized enterprises, and large corporations. Additionally, public sector entities, educational institutions, healthcare facilities, and nonprofit organizations can benefit from using Absence Management Software to effectively track and manage employee absences.
What is the process of Absence Management Software implementation?
The process of implementing Absence Management Software typically involves activities such as software installation, configuration, data setup (employee information, leave policies), customization of absence types and rules, integration with existing systems (if applicable), and training for administrators and employees. The exact process may vary based on the specific software and organization’s requirements.
How long does it take to implement Absence Management Software?
The duration of implementing Absence Management Software can vary depending on factors such as the complexity of the organization’s requirements and the size of the workforce. It includes activities such as software setup, data migration, customization, testing, and training. To get an estimate – Contact Us!
Can Absence Management Software integrate with 3rd party Payroll, ERP or HR systems?
Yes, Softworks Absence Management Software offers integration capabilities with 3rd party Payroll, ERP, and HR systems. These integrations ensure seamless data exchange between different software solutions, enabling accurate leave calculations, payroll processing, and synchronization of employee information. By integrating with these systems, Absence Management Software streamlines overall HR processes and enhances efficiency.
How can employees request absence?
Employees can request absence through the Employee Self-Service Portal and App. It allows employees to log in to the system and submit their time-off requests. They can specify the type of absence, the dates, and any additional details required.
What happens when an employee makes the absence request in the system?
When an employee submits an absence request within the software, the system captures the details and sends the request for review and approval to the relevant personnel, such as supervisors or managers. The approver can review the request, consider factors such as staffing levels and workload, and make an informed decision to approve or deny the request.
Is there an App for employees to request Annual Leave?
Yes, Softworks Employee Self-Service Portal and App can be used by employees to conveniently request Annual Leave and manage their absences on-the-go. It provides a user-friendly interface accessible on desktop, smartphone or tablet, allowing employees to submit absence requests, view their remaining leave balances and check the status of their requests.
Can employees submit Sick Leave Certificates through the Absence Management Software?
Yes, Softworks Absence Management Software provides features that allow employees to submit Sick Leave Certificates or supporting documentation through the system. Employees can upload scanned or digital copies of their medical certificates or other required documents to validate their sick leave. This streamlines the process, eliminates the need for physical paperwork, and ensures proper documentation for HR and compliance purposes.
Can Absence Management Software manage organizations with more than 10000 staff?
Absolutely! Absence Management Software is designed to handle organizations with a large number of staff, including those with more than 10000 employees. The software’s scalability ensures it can effectively manage and track employee absences, regardless of the organization’s size. It accommodates the needs of both small businesses and enterprise-level companies.
Can Absence Management Software provide Absence Reports?
Yes, Softworks Absence Management Software can generate comprehensive Absence Reports. These reports provide insights into employee absence patterns, including types of leave taken, duration, trends, and remaining leave balances. Absence Reports assist HR departments and managers in monitoring and analyzing absence data, making informed decisions, identifying potential issues, and maintaining adequate staffing levels.
What types of absences can the Absence Management Software manage?
Softworks Absence Management Software can manage various types of absences, including but not limited to annual leave, sick leave, personal leave, maternity/paternity leave, compassionate leave, force majeure, and unpaid leave. The software provides flexibility for organizations to define and customize absence types based on their specific policies and regulations, enabling accurate tracking and management of different types of employee absences.
Can Absence Management Software provide Absence Reports?
Yes, Softworks Absence Management Software offers Bradford Factor reporting as a feature. The Bradford Factor is a formula used to quantify and measure the impact of employee absences on an organization. It calculates a score based on the number of absences and their duration, providing a way to identify patterns of frequent short-term absences that may have a significant impact on productivity.
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Good workforce management means supporting your employees, running operations smoothly, and helping your business grow with smart planning.
In an era where unforeseen disruptions can quickly derail productivity, sophisticated Absence Management Software is not just a tool—it’s a necessity.
For more than thirty years, we have created solutions that make absence administration easier while helping employees remain engaged, increase profits, support strong Compliance Management, and provide the insights you need to succeed.
The Power of Softworks Absence Management Software
In the modern business landscape, an organization’s greatest asset is its people. However, when employees are absent, the ripple effects are felt across every department, impacting productivity, morale, and ultimately, the bottom line.
At Softworks, we understand that effective Absence Management is not merely about tracking who is out of the office; it is a strategic necessity that empowers organizations to build a resilient, engaged, and highly productive workforce.
By moving away from disjointed manual processes and embracing our sophisticated Absence Management Software, you can turn a complex administrative burden into a streamlined competitive advantage.
The Challenge: The True Cost of Absenteeism
Absenteeism is one of the most persistent obstacles to organizational productivity and efficiency. While genuine illness and planned leave are inevitable parts of working life, the mismanagement of these absences can be financially devastating.
Research indicates that unplanned absences can cost businesses as much as $3,600 per hourly employee annually in lost productivity and overtime costs. Furthermore, companies lose an estimated 4.5% of total payroll costs due to unplanned absences.
The costs, however, go far beyond direct payroll losses.
The Hidden Cost of Absenteeism
Absenteeism has clear impacts on an organisation’s bottom line. However, the hidden costs often exceed the direct costs.
When an employee has an unplanned absence, it triggers a chain reaction of disrupted work schedules and missed deadlines, both of which could negatively affect customer satisfaction.
However, the most damaging impact is on team morale.
62% of employees feel increased stress when covering for absent colleagues, leading to lower engagement and a higher risk of burnout. And, if left unmanaged, this creates a fresh cycle of stress-induced absenteeism that can be difficult to break.
Softworks’ Legacy of Workforce Management
For over 35 years, Softworks has been a global leader in Workforce Management, providing:
- Intuitive, robust, and flexible solutions that drive efficiencies
- Enhanced Compliance Management,
- Reduced errors
- Improved reporting
- A safe and positive work environment.
We know that every organisation faces its own challenges, whether in healthcare, manufacturing, retail, or the public sector. Our goal is to make a positive difference for our users and their employees.
Move Beyond Spreadsheets
Switching from manual, paper, or spreadsheet processes to a digital absence management system is a significant change in how your business operates.
Manual Time-Off Tracking and paper Leave Requests often lead to costly errors and excessive administrative overhead. Activating these operations manually can pose significant compliance risks due to the inconsistent application of Absence Policies.
Softworks’ approach transforms this chaotic process into an intelligent, data-driven operation powered by centralised, automated absence control. This core capability ensures that all forms of leave—from routine vacation to complex Statutory Leave—are managed consistently, accurately, and in full adherence to regional and international law.
Ensuring Fairness and Consistency in Employee Leave
Ensuring Compliance and Fairness in Employee Leave
Navigating the complex web of labour laws—such as the Family and Medical Leave Act (FMLA) in the US, the Canada Labor Code, or the European Working Time Directive—is a daunting task for any organization.
Compliance violation risks are high, and failure to adhere to regulations can result in costly fines and legal complications.
Softworks takes the hard work out of compliance, capturing 100% of your organisation’s specific rules and local labour legislation.
How Softworks Absence Management Software Reinforces Compliance
We automate the tracking of all leave types, from maternity and paternity leave to sick leave and jury duty, ensuring employees receive their legal entitlements and the organization remains fully compliant.
Furthermore, by standardizing how policies are applied, Softworks ensures fairness across the organisation, eliminating the perception of favoritism that can often arise from manual or ad-hoc leave management.
Managing Employee Leave Consistently
A key part of effective workforce management is ensuring employee time off is handled fairly and consistently.
This is where Softworks’ automated Leave Accrual works together with real-time Time-Off Tracking.
The system automatically calculates Leave Accrual entitlements based on tenure, hours worked, and specific Absence Policies, removing the possibility of manual calculation errors. Employees gain transparent, real-time visibility into their available balance via the Employee Self-Service portal, drastically reducing administrative queries.
Empowering Employees through Self-Service (ESS)
At Softworks, we believe that autonomy drives engagement. Our Employee Self-Service (ESS) App puts control directly into your workforce’s hands.
Employees no longer need to chase managers or HR for updates on their holiday entitlement. With the Softworks App, they can instantly view their leave balances, check team calendars to see who is off, and submit leave requests directly from their mobile devices or desktop PCs.
When an employee submits a request, managers receive an automated email alert. They can check the team calendar for coverage and approve or deny the request with a single click, without even logging into the central system. This level of transparency and ease of use significantly reduces administrative queries, boosts morale, and fosters a culture of trust and responsibility.
Managing Leave Compliance
Our Absence Management software links employee leave balances to strict Compliance Management rules, providing immediate visibility into working time violations or internal policy limits. This transforms a necessary administrative expense into a strategically-managed variable that protects both the business and the employee.
The strategic benefits extend to risk mitigation. Indeed, with constantly evolving global and regional labour laws, maintaining robust Compliance Management is non-negotiable.
We have configured our absence management software to recognise a wide range of regulatory limits, including different types of Statutory Leave (maternity, parental, sickness), minimum rest periods, and local sick pay regulations.
Preventing Compliance Penalties
Our proactive absence management software helps prevent costly penalties and legal liabilities arising from manual oversights, making Softworks’ Compliance Management tools a significant differentiator for any organisation operating across borders or in regulated industries.
Work with peace of mind, and demonstrate a commitment to ethical labour practices.
Softworks’ Absence Management software gives you a solid foundation for lasting efficiency and top-level compliance.
Strategic Tools for Proactive Absence Management
Softworks does more than just record data; we provide the analytical tools required to identify trends and take proactive action.
1. The Bradford Factor
For many organisations, frequent, short-term absences are more disruptive than occasional long-term leave.
Softworks Absence Management software automates the calculation of the “Bradford Factor,” a formula that measures the number of absence incidents and their duration to compute a score for each employee. A higher score indicates a higher disruption.
This objective data serves as a vital trigger, prompting line managers to investigate further or initiate return-to-work interviews, deterring non-genuine absences.
2. Return-to-Work Interviews
Our Absence Management software prompts managers to conduct return-to-work interviews immediately following an absence.
These interviews are among the most effective ways to manage short-term absence, providing a forum to discuss potential health issues or workplace adjustments.
A well-managed Return-to-Work process helps the manager assure the employee that their contribution is valued and their absence was noticed.
3. AI-Powered Absence Prediction
Moving from reactive to proactive, Softworks offers a cutting-edge AI-Powered Absence Predictor.
By analyzing historical shift patterns and attendance trends, our AI solution identifies the patterns that suggest likely no-shows before they happen.
This allows managers to proactively adjust schedules, ensuring adequate coverage and minimising the disruption to operations and service delivery.
Optimising Resources and Reducing Costs
Effective absence management is intrinsically linked to efficient scheduling. When absences are tracked in real-time, managers can avoid overstaffing or understaffing.
Softworks allows you to identify coverage gaps immediately. If an employee calls in sick, our system can help you quickly find a replacement with the right skills and availability, without resorting to expensive agency staff or unnecessary overtime.
By integrating absence management with Time, Attendance, and Payroll, Softworks eliminates the risk of overpayments.
Ensuring Payment Accuracy
Softwork’s Workforce Management solutions help ensure employees are paid accurately for the time worked and the specific type of leave taken.
Automating your payroll functions with our Absence Management software helps reduce payroll errors and the administrative burden of correcting them, boosting staff morale and reducing absenteeism in your organisation.
Reducing absenteeism by just 1% can generate substantial savings—as much $1,000,000 annually for a 2,000-employee organization.
Build a More Resilient Future with Softworks Absence Management Software
In a world where hybrid work and flexible schedules are becoming the norm, managing who is working and who is absent has never been more complex—or more critical. Organizations that fail to manage absence effectively risk higher costs, lower productivity, and a disengaged workforce.
Softworks offers a comprehensive, automated solution that transforms absence management from a reactive administrative headache into a proactive strategic advantage.
By providing real-time visibility and ensuring legal compliance, we help reduce absenteeism, cut costs, and create a supportive work environment where your people can thrive.
Experience the power of Softworks and discover how we can help you build a more resilient and productive workforce. Contact us today to book a free demo and see our solutions in action.
