You’re looking for an absence management system. However, the options are endless, and it’s hard to know which features actually matter. Choose the wrong one, and you’ll be stuck with clunky tools or missing functionality that slows everyone down.
That’s you must focus on the right features of absence management system from the start. Things like real-time tracking, mobile access, and automated workflows aren’t just buzzwords. They solve real admin problems and make leave handling easier across your team.
Inside, you’ll get a clear breakdown of the must-have features, what each one does, why it matters, and how to choose the right setup for your workplace.
Why Use an Absence Management System?
But first, what makes this software so desirable in modern office environments? According to the most recent statistics from the UK government, 25.7% of workers in the UK are in ‘professional’ jobs, making it the type of occupation with the highest percentage of workers.
Plus, due to laws on maximum weekly working hours and a greater need for transparency, more organisations are turning to absence management software for help.
Cost Savings
When companies repeatedly hire temporary workers to cover absences (or spend too much on overtime), they may be hemorrhaging money. An absence management system can prevent this from happening.
Improved Compliance
The Employee Rights Act (1996) states that all staff should receive a payslip that includes —
- Total pay before and after deductions (the gross amount & net amount)
- Variable deductions (e.g., national insurance)
- Fixed deductions
Without a consistent flow of personnel data, these figures may be inaccurate. Luckily, absence management systems can automatically synchronise payroll and attendance, so workers are reimbursed fairly.
Greater Efficiency
Every company wants to reduce its administrative burden.
These systems automate leave request and approval processes, freeing employees to focus on other tasks. When the need for manual data entry is reduced, productivity can increase on a company-wide scale!
HR staff will deal with fewer mistakes and spend less time waiting for approvals. It means they can put more effort into meaningful work, like making employees happier and more motivated.
When considering an absence management system, it’s important to have a company-wide conversation about what features are non-negotiable. If a lot of your employees work from home, mobile integration may be at the top of your list.
Major Features of Absence Management System to Look For
Perhaps your organisation doesn’t currently have robust overtime policies and would benefit from a time off in lieu system. The following five features are what we believe make the biggest impact —
1. Real-time Absence Tracking
All managers need a straightforward way to keep track of who’s in and who’s off. Having a time and attendance system is indispensable, especially in today’s corporate environment.
They also need to know why an employee is off. Learning whether a staff member is absent because of pre-planned leave, sickness, or an emergency can be key to spotting any trends or patterns.
These insights can help businesses address potential staffing issues early on (before they become a problem). Many systems also include automated alerts, so managers are notified when specific team members won’t be attending.
2. Mobile Integration
Mobile integration has become an essential feature for any absence management system. It gives employees and managers the freedom to manage absences on the go, whether that means booking leave or tracking overtime.
Having access to absence management tools right on your smartphone or tablet takes the hassle out of staying organised. It can also make remote workers’ lives much easier.
With mobile access, employees can quickly check their remaining vacation days, see their team’s schedule, and request time off, all from their phones. They don’t have to wait until they’re at their desk!
3. Overtime and TOIL
Keeping track of overtime and TOIL doesn’t need to be difficult. With the right absence management system, the process becomes much simpler.
For example, when employees work overtime, it can be converted into time off they can use later. The TOIL process saves time for managers by taking the guesswork out of calculations. It keeps everything separate from regular holiday allowances!
Regardless of whether overtime is tracked in hours or days, they adapt to different company policies, so there’s no one-size-fits-all approach. It’s then simple for managers to approve these records, so nothing gets lost in the shuffle.
4. Reporting and Analytics
Reporting and analytics are what make an absence management system truly useful. With these platforms, you can turn what might seem like dry data into actionable insights that genuinely help your business.
If you notice attendance issues in certain teams immediately, you can act fast. Supporting your staff and tackling problems early prevents them from getting out of hand.
Automated alerts make it even easier by flagging these things as they happen, so you don’t miss a beat.
5. Workflow building
By automating the repetitive parts of managing absences, workflow building cuts down on admin headaches.
With this software, you can set up processes that automatically approve certain types of requests, like annual leave, within a specific allowance.
It keeps things moving quickly without managers having to step in for every small decision. Plus, automated reminders can be sent to employees about pending approvals or important deadlines.
Wrapping Up
If there’s one thing we’ve learned, it’s that managing absences isn’t just about tracking time; it’s about keeping everything fair, fast, and focused.
The features of absence management system tools like real-time tracking, mobile access, TOIL, and smart workflows are essential. They save you time, reduce mistakes, and help your teams stay on track.
As more people work remotely and rules get stricter, having the right system matters more than ever. If you’re not using one yet, now’s the time to rethink.
