Capture sick leave digitally
Simple recording and overview of all sick leave with automatic sick rate.
What you can do with it
- Quick capture with date and optional sick note upload.
- Sickness rate per employee and team calculated automatically.
- Admins can view sickness statistics and retrieve medical certificates.
What digital sick leave reporting has to do
A sick note starts as a message: I am out, from today, probably until Friday. In many service firms that message reaches a manager by email, gets copied into a spreadsheet and is eventually matched against the paper certificate from the mailbox. Three places, three versions, and at year end nobody knows the exact sick-leave rate.
Digital capture means the employee reports the absence in the platform, with the period and, where required, the certificate. From that one action the sick days appear in the calendar, the management view updates and the certificate is filed. One process instead of three.
For a project-based service firm there is a second side to this. Sick days are missing from utilization, and they are missing from revenue. Whoever keeps them apart from time tracking runs controlling on target hours that never existed. In QUANTICAL.ERP a sick day therefore feeds straight into capacity, utilization and forecast.
How sick leave works in QUANTICAL.ERP
Report in under a minute
Employees pick a start and an end date. The platform counts working days only, Monday to Friday, shows the number of sick days and the hours behind them before submitting, and checks for overlaps with an existing report. Once confirmed, the sick days sit in the calendar, separate from working time and vacation.
Upload the certificate or mark it as eAU
Your organization decides after how many consecutive days a doctor's certificate becomes mandatory. When it is due, the employee uploads it as a PDF or a photo, images are compressed automatically. If the employer retrieves the certificate electronically from the health insurer, the report is marked as eAU instead. The certificate can also be added later.
The management overview
Owners see every sick leave report in one place: who is currently out and since when, sick days per month as a trend, the average duration and the sick-leave rate for the current year. The rate uses the same formula as controlling, sick hours divided by the target hours of all employees. Each row in the table shows the certificate status: uploaded, eAU or missing.
Effect on utilization and forecast
Because sick days exist as their own entries in the system, controlling works with the capacity that is actually available. An employee's utilization does not drop in a week of illness because they booked less, but because their target for that week is smaller. Locks on closed periods apply to working time, not to sickness and vacation.
Bring your history with you
When you switch, you import past sick leave records through the Excel template, together with employees, contracts and bookings. The sick-leave rate is comparable with previous years from day one.
Where email and Excel fall short for sick leave
An email is quick to write, but it is not a record. Someone has to copy it into the list, add the end date later and match the certificate. Each of those steps gets postponed in project work, and the list trails reality by weeks.
Then there is data protection. Certificates in inboxes, in Teams chats and on the HR drive are health data in places never meant for it. In QUANTICAL.ERP they sit with the record, encrypted, on servers in Germany, and only owners see the overall view.
What is also missing is the link to the business. A spreadsheet of sick days says nothing about lost capacity in hours, and nothing about the revenue that could not be produced in that time. Those are exactly the figures management needs when deciding on hiring or project commitments.
Frequently asked questions about digital sick leave
Who can see sick leave reports?
Employees see their own reports, their sick days for the year and their certificates. The overview across all employees, with sick-leave rate and trend, is reserved for owners of the organization.
When does a doctor's certificate become mandatory?
You set this for your organization, for example from the third or fourth consecutive sick day. Below that threshold the upload is optional, above it the platform requires either the file or the eAU marker.
Which file formats are accepted for the certificate?
PDF, PNG, JPEG and HEIC up to 2 MB. Photos taken on a phone are compressed on upload, so a picture of the certificate is usually enough.
How is the sick-leave rate calculated?
Sick hours divided by the target hours of all employees in the current year, using the same formula as controlling. Target hours come from the stored weekly working hours, so part-time contracts are reflected correctly.
Do sick days affect utilization?
Yes. A sick day lowers the employee's target for that day. Utilization is calculated against the capacity that is actually available, and the year-end forecast takes the lost days into account.
What does sick leave management cost in QUANTICAL.ERP?
Nothing extra. It is part of the platform at 12.90 euros per user per month, after a 90-day free trial with the full feature set and no payment details required.