Global settings for Sick Leave
Short article description
This article explains how to set up sick leave registration methods, messages, and automatic follow-up emails for sick leave in BitaBIZ under Notifications & Rules.
Quick answer
Sick leave registration method (only today or period), messages, and automatic follow-up emails for sick leave are set up under Setup admin → Modules → Notifications & Rules → Sick Leave.
Here you can choose how employees can register sickness, and you can set up messages to help managers and payroll administrators follow up when an employee reaches a selected sick leave limit.
If you want to change whether employees can register sick leave, whether sick leave can be registered in hours, absence codes for payroll, or the maximum number of paid sick days, you should instead use the article Sick Leave: Policy Settings.
Applies to
Setting up Sick Days in BitaBIZ when the company uses Notifications & Rules to support the company's sick leave policy.
Prerequisites
You must have access to Setup admin.
The employee's approver setup must be correct if the approver is to receive messages.
Message texts should be aligned with the company's sick leave policy.
Step-by-step
Go to Setup admin.
Click on Modules.
Click on Notifications & Rules.
Open the Sick Leave section.
Select sick leave registration method.
Optionally set up a message to the approver.
Optionally set up a message to the employee.
Optionally set up automatic follow-up emails.
Save your changes.
Sick Leave Registration Method
BitaBIZ supports two sick leave registration methods:
Only today's date
The employee must register as sick on the day itself. The employee cannot register sick leave for past or future dates.Sick leave period allowed
The employee can register a sick leave period for past or future dates.
The selected sick leave registration method applies to both Sick and Child sick.
Depending on which method is selected, the display will be different in the employee's calendar when they create a registration. See the image below:
User guides for the 2 sick leave registration methods:
Only today's date
📑 Employee must register as sick each day of illness
Sick leave period allowed
📑 Employee can register a sick leave period
SMS message to approver upon sick leave registration
Enable or disable sending an SMS message to the approver when an employee registers sick leave.
The message includes the note the employee wrote when registering sick leave. The message also contains statistics on the number of sick days the employee has had in active calendar years.
SMS message to employee on first registered sick day
BitaBIZ can send a customized SMS message to the employee on the first sick day in a registered sick leave period. The message can, for example, include the company's instructions on what the employee should do when sick.
Automatic follow-up emails for sick leave
BitaBIZ can send automatic follow-up emails to the approver when an employee's sick leave reaches a limit that requires the employee's manager to follow an instruction.
The purpose is to help the company's managers follow up according to the company's sick leave policy. The email is created as free text, where the company describes what the manager should do when an employee breaks or reaches an internal sick leave rule.
ℹ️ The weekly follow-up emails for your sick leave policy are sent every Friday. This means that if an employee breaks the rule on Wednesday, the message will not be sent to the manager until Friday.
👉 It is recommended that the email text created for the weekly email messages clearly describes what the manager should do when the rule is triggered.
💁 Free text and merge codes in follow-up emails:
The message text can be customized to fit the company's sick leave policy.
You can use merge codes in the message:
{fullName} inserts the employee's name.
{n} inserts the number of sick days or sick leave periods the message refers to.
Follow-up on number of sick days in the calendar year
This follow-up email is sent to the approver when the employee reaches a selected number of sick days in the current calendar year.
👉 The email is used if your company has a sick leave policy where the manager must take action when an employee has had X number of sick days in a calendar year.
How to do it:
Select the number of sick days an employee must have in a calendar year to trigger the rule.
Create the email text that will instruct the manager when the rule is triggered.
Follow-up on number of sick leave periods in the last 6 months
This follow-up email is sent to the approver when the employee reaches a selected number of sick leave periods within the last 6 months.
Weekends, public holidays, and fixed days off do not break a sick leave period.
The follow-up email is sent once when the employee reaches the selected limit.
👉 The email is used if your company has a sick leave policy where the manager must take action when an employee has had X number of sick leave periods within the last 6 months.
How to do it:
Select the number of sick leave periods an employee must have had in the last 6 months to trigger the rule.
Create the email text that will instruct the manager when the rule is triggered.
Follow-up on number of sick days in a sick leave period
This follow-up email is sent to the approver when the employee reaches a selected number of sick days in a continuous sick leave period.
Days counted include weekends, public holidays, and fixed days off.
The follow-up email is sent once when the employee reaches the selected limit.
👉 The email is used if your company has a sick leave policy where the manager must take action when an employee has had X number of sick days in a sick leave period.
How to do it:
Select the number of sick days in a sick leave period that should trigger the rule.
Create the email text that will instruct the manager when the rule is triggered.
FAQ
When is the follow-up email sent for number of days in a current sick leave period?
When is the follow-up email sent for number of days in a current sick leave period?
The follow-up email for number of sick days in a sick leave period is sent to the approver when the employee reaches the selected number of sick days in a continuous sick leave period.
The limit counts all days in the period and includes weekends, public holidays, and fixed days off.
The email is sent once when the employee reaches the selected limit.
When is the follow-up email sent for number of sick leave periods?
When is the follow-up email sent for number of sick leave periods?
The follow-up email for number of sick leave periods is sent to the approver when the employee reaches the selected number of sick leave periods within the last 6 months.
Weekends, public holidays, and fixed days off do not break a sick leave period.
The email is sent once when the employee reaches the selected limit.
When is the follow-up email sent for number of sick days in the calendar year?
When is the follow-up email sent for number of sick days in the calendar year?
The follow-up email for number of sick days in the calendar year is sent to the approver when the employee reaches the number of sick days in the current calendar year that the company has set in the configuration.
The email is sent as part of the weekly follow-up. The weekly follow-up email is sent every Friday. If the limit is reached earlier in the week, the email will therefore not be sent until Friday.
Weekends, public holidays, and fixed days off are not included in the total.
When are follow-up emails sent to the approver when a limit is broken?
When are follow-up emails sent to the approver when a limit is broken?
The weekly follow-up email is sent every Friday. If the limit is reached earlier in the week, the email will therefore not be sent until Friday.
Which sick leave settings are managed from the employee's policy?
Which sick leave settings are managed from the employee's policy?
Some sick leave settings are not managed from Notifications & rules, but from the policy the employee is assigned to.
Within the policy, you can manage settings for:
access to register sick days
whether sick leave is registered in hours
how sick leave is calculated based on the employee's standard hours or official work hours
setup for fixed paid employees and hourly paid employees
sick leave codes for payroll
maximum number of paid sick days, if your company uses this rule
If you want to change these settings, go to the article on Sick leave: Policy settings.
Use Notifications & rules when you want to change the sick leave registration method, messages to employees/approvers, or automatic follow-up emails.
Use the policy when you want to change how sick leave is calculated, registered, or handled in relation to work hours, payroll, and absence codes.
Where do I select the sick leave registration method?
Where do I select the sick leave registration method?
You select the sick leave registration method under Setup admin → Modules → Notifications & rules → Sick leave.
Can employees register a sick leave period?
Can employees register a sick leave period?
Yes, if the sick leave registration method Sick leave period allowed is selected. If Only today's date is selected, the employee can only register sick leave for the current day.
I don't think you're counting the number of sick leave periods correctly for an employee?
I don't think you're counting the number of sick leave periods correctly for an employee?
If the number of sick leave periods doesn't match your expectations, please note that weekends, public holidays, and regular days off do not break a sick leave period.
Can we write our own text in the follow-up emails for our sick leave policy?
Can we write our own text in the follow-up emails for our sick leave policy?
Yes, the text can be customized with free text. You can use the text to describe what the manager should do to follow your company's sick leave policy.