When an employee needs to report a sickness absence, they manually start this process. The employee provides details about their absence, including shift information, illness description, and necessary food safety checks. This information is used to create an absence record and inform the line manager accordingly.

When a new sickness record is created, all managers at the employee's location are notified of the absence as a shared task. Additionally, the system checks if the rota needs to be updated to reflect this absence based on the organization's settings.

When a sickness report indicates a potential mental health need, gently signpost the employee to the organisation's EAP support and let the People Team know support was offered.

When an employee is ready to return to work, they complete a health check. They provide details about their illness, recovery, and any concerns, which are then saved to their profile and shared with the management team.

When an employee completes their return to work check, show the manager the responses and have them confirm the off-sick and return dates, including a multi-day calendar selection for absences of 2+ days. Confirmed dates are filed as a note on the employee's profile.

A manager completes a return to work check on behalf of an employee who has come back from sickness absence without completing their own check: absence dates, recovery, medication and food-safety status, and any agreed reasonable adjustments. Filed as a note on the employee's profile.

Seven days after a sickness absence is reported, checks in with the employee: confirms whether they've returned, collects a photo of their doctor's fit note if they're still off (filed to their profile documents), and lets the People Team know either way. Nudges at 48 hours if ignored.

Nine days after a sickness absence is reported, asks the line manager to confirm the employee's situation: returned but unrecorded, still off and needing a fit note nudge, or something else for the People Team to look at — keeping absence data accurate.

A line manager reports an absence for someone on their team: reason taxonomy, sickness-specific details (start date, expected return, anything the employee shared), absence record creation, rota handling, and downstream triggers for employee notification, return-to-work checks and Bradford scoring.

When a manager creates an absence record for an employee, the employee receives a notification about the absence. For sickness-related absences, they are also reminded to complete a return to work check when they are feeling better.

When a sickness report indicates a potential mental health need, gently signpost the employee to the organisation's EAP support and let the People Team know support was offered.

When an employee is ready to return to work, they complete a health check. They provide details about their illness, recovery, and any concerns, which are then saved to their profile and shared with the management team.

When an employee completes their return to work check, show the manager the responses and have them confirm the off-sick and return dates, including a multi-day calendar selection for absences of 2+ days. Confirmed dates are filed as a note on the employee's profile.

A manager completes a return to work check on behalf of an employee who has come back from sickness absence without completing their own check: absence dates, recovery, medication and food-safety status, and any agreed reasonable adjustments. Filed as a note on the employee's profile.

Seven days after a sickness absence is reported, checks in with the employee: confirms whether they've returned, collects a photo of their doctor's fit note if they're still off (filed to their profile documents), and lets the People Team know either way. Nudges at 48 hours if ignored.

Nine days after a sickness absence is reported, asks the line manager to confirm the employee's situation: returned but unrecorded, still off and needing a fit note nudge, or something else for the People Team to look at — keeping absence data accurate.

Background agent triggered whenever an absence is reported (by the employee or their manager). Recomputes the employee's Bradford Factor over a rolling 12-month window using rota-aware spell detection, writes the four Bradford custom fields on their profile, files an audit record, and flags the line-manager monitor when a threshold is crossed.

When an employee's Bradford Factor score indicates potential issues, the employee's line manager receives a notification outlining the concerns. Depending on the severity, they are advised to have an informal chat, consider a formal review, or discuss a serious escalation with the People Team.