Manage sickness reports

You record sickness reports digitally in teamspace — either the employee reports themselves sick from time tracking, or the HR department enters a sickness report received by phone. The report appears in the HR module, in the team calendar and in capacity planning. teamspace automatically respects protection classes and permissions in the process.

Report yourself sick

The employee reports themselves sick — provided they have the right Create and edit sickness report for yourself:

1. Go to time tracking → Overview.
2. Click New sickness report.
3. Choose the date (default: today) and confirm.

From this moment, their day is booked as a sickness report, colleagues with the appropriate visibility see the entry in the calendar and in the colleague overview, and project managers see the absence in their utilisation overviews. Anyone who has enabled the Sick days as colleague notification (Personal settings → User account → Notification) receives a message — provided they are allowed to see the report.

Report others sick

Anyone who is allowed to report several employees sick needs the group right Report colleagues sick. By default the HR department and management have this right; you grant it to department heads and the back office as needed.

1. Switch to HR, in the Sickness reports list click the plus (or Report sick in the plus-button drop-down).
2. Choose the colleague and enter the date.
3. In the Category field, choose the value — Sick or, for example, Sick due to child.
4. Save.

⚠ Important: The hurdle for one’s own sickness report is a deliberate decision. Only grant the right Create and edit sickness report for yourself if you accept self-entered sickness reports. Otherwise the sickness report remains a matter handled via HR or the line manager — the employee calls in, and the person called enters it.

Edit a sickness report and attach a sick note

A click on a row opens the sickness report in the detail manager with the tabs Master data, Working days, Files, History.

In the Master data tab there are two accordion blocks:

• General: Colleague, From*, To* (or open, if not yet known).
• Details: Category*, Author (who entered the report), Certified from, Certified to, Sick note (file attachment or link), Description.

Anyone with the Confirm sickness report permission can enter the sick note — the “yellow slip” — here: scan the original and attach it as a file, or link to the electronic original (eAU).

The Working days view shows the affected working days — for example “24 hours of sickness report spread across three days of 8 hours each”. If an employee fell sick only after six hours of work, the column shows 2 instead of 8 — it measures the hours filled by the report, not the total length of the day.

Who is allowed to see a sickness report

Sickness data is sensitive, which is why teamspace governs visibility on several levels:

• Time-based logic: sickness reports in the future are visible — colleagues need to know who is absent in order to organise cover. Sickness reports in the past are only visible to authorised persons.
• Category protection: in Configuration → Time tracking → Categories you define per category whether it appears in the calendar and whether it is protected. A protected category only shows colleagues absent — the “sick” information stays hidden.
• Permission groups: who is allowed to view, enter and confirm sickness reports is governed by the configuration of the permission groups (the Group-specific permissions section).

Sickness reports in the employee list

In the employee list you show the Sickness report column via the three-dots menu. For the selected period it shows the hours lost, the number of individual sickness reports and the number of sick notes. A sickness report takes effect immediately in time tracking, the calendar and capacity planning.

Common questions & needs

Related topics

• Request & approve leave (with video) Personnel & HR How-to
• HR permissions & data protection Personnel & HR Configuration
• Topic: Controlling Controlling
• Sickness management