absence management software background

The Smart Way to Manage Staff Absence

Simple HR software that works smarter, not harder

  • Easy to use Online Staff Holiday Planner
  • Standalone Sickness Absence Management System
  • Can be upgraded to a Cloud Based Full HR System
  • Self-service dashboard improves employee engagement

“Love the system and would be lost without it!” 

activ absence cloud based hr absence software

Cloud Based Software-as-a-Service

Cloud based HR software offers maximum flexibility


  • Accessible from a web browser on any device
  • Quick to get started, no software to download or install
  • Interfaces with any other HR and Payroll system
  • Administrator training and ongoing support included

“The cost is minimal in comparison to the savings made.”

staff holiday planner and office leave planner

Global Staff Holiday Planner

Plan staff holiday easily – even across global sites


  • Calculate different staff holiday allowances for each country
  • Plan annual leave & manage different global bank holidays
  • Manage flexible workers, whether UK based or Overseas
  • Prevent annual leave clashes with our powerful monitoring tools

“Accessible anywhere and easy to use.”

absence management reports to control absence

Report on who's off, when and why

Powerful absence reports – one mouse click


  • Analyse sickness absence trends
  • Control & plan staff holiday with our leave planner reports
  • Design your own absence and staff holiday reports
  • Report by staff group, department or business

“We run 2 sites and couldn’t envisage life without it!”

absence management system

Managing Sickness Absence - Return to Work

Return to work process is important


  • Ensures your sickness absence policies are applied consistently
  • Identify if people are ready to return from sickness absence
  • Identify patterns of staff absence & offer targeted support
  • We can customise forms to suit your needs – free!

… it’s vital when managing staff absence

leave planning software

Cloud based HR System

Upgrade to a Cloud Based full HR System  


    • Monitor and store confidential documents such as passports and driving licence
    • Create and Distribute an interactive staff policy handbook
    • Manage and monitor Performance Appraisals and record staff meetings
    • Manage Staff Training easily and effectively

“We can upgrade our HR system as we need to.”


Absence Management Software

Absence management software is the easiest way to improve your staff holiday planning.

Staff absolutely love being able to request annual leave anytime, anywhere, even on their mobile phones.

Managers love the ease of an online staff holiday planning system.  They automatically receive the necessary information to make a quick, one click, decision on an annual leave request, without making or taking a single telephone call.  Staff holiday queries are practically eliminated.

The fact that Activ Absence also offers excellent sickness absence management features is almost secondary – but over time, sickness absence can mount up, sapping up budgets and HR time.  We aren’t the only absence management system on the market – but try it for yourself, free for 30 days, and you will see why we are often called ‘the best’.

No need for spreadsheets or paper forms, eliminates expensive annual leave clashes and annoying, time sapping interruptions!

Tracking absence and using the built in return to work process can reduce absenteeism in your organisation by 20-30%

The only absence tracker and staff holiday planner that can be upgraded to form a full cloud based HR system – it grows when you do!

So easy for managers and employees to use, get one-click reports on any device (PC, Phone or Tablet)

Why businesses need an absence management plan:


Average sick days each

Cost per year in £

How much does staff absence cost you?

Find out

Better staff holiday planning & tracking sickness absence can save you more than you think.  Here’s what the experts are saying:

Effective people management policies are needed to promote engagement and attendance and therefore reduce absence.

Absence is a significant drain on British businesses. At a time when companies are striving for growth it is vital they address this cost.

Research increasingly shows that employers who manage attendance save money and improve effectiveness.

How can an absence management system help HR?


  1.  More Accurate Recording of Absence Management Data

Staff sickness absence costs UK businesses up to £29 billion per year.   Reducing that figure involves managing employees who get sick more effectively.  Activ’s absence management software is designed to help you do that.

The Activ Absence management system starts by more accurate recording of sickness absence.

You may already do that on a spreadsheet, or in your accounting package, but that doesn’t give you enough information to actively manage sickness absence.

How staff report the absence is up to you, you can allow employees to report themselves as sick by simply recording it using the self-service absence management system.

If you prefer, you can insist employees contact their line manager or HR as you deem appropriate, in which case the person they call would record the absence instead.


2. Monitoring Employee Sickness

The system will monitor patterns of absence automatically, using trigger points.  This means that Activ Absence will alert you when an employee sickness pattern ‘triggers’ a criteria you have set, for example, 3 periods of absence in two months, or reaching a certain bradford factor score (you can set triggers for any criteria you choose).  Your line managers and HR team can then use their skills in deciding which action to take next.


3. Sharing absence history with employees

By showing staff their bradford factor score, staff can see the impact that frequent short term absences are having on the business – even without sanctions attached to a high bradford score, we often find that this discourages absence.  Again, when a ‘trigger point’ score is reached, HR Managers can decide what, if any action is appropriate.

Staff can also see their own history and patterns of sickness absence, which may help alert them to the worsening of any recurrent health condition, such as epilepsy or asthma.


3. Automatically implements a Return to Work Process

The most important part of any absence management system is a thorough return to work process.

It is vital that this is equally applied to all staff, and an automated system can reduce the need for awkward conversations with co-workers.

Employees returning from a period of sickness absence are reminded to complete a return to work form or provide a fit for work note as appropriate.  On completion, these can be forwarded to either a line manager or HR to review, and the information is stored for reporting.


4. Helping you stay in contact with employees who are long term sick

If an employee is on long term sick, the system will remind them when fit for work forms expire, and prompt them for new ones, automatically relieving the admin burden associated with managing long term sickness.

You are also able to set trigger points for when to use the Government’s fit for work service, or for a referral to occupational health.

Trigger points also remind you when to keep in touch with employees who are on long term sick, helping them to ‘stay in the loop’ with what is happening, reducing isolation.

5. Easy reporting at the touch of a button – or even automatically!

There are first-class reporting tools built into the absence management software, which enables HR and Finance teams to get an overall picture of absence in the organisation at the touch of a button – and those time-sapping monthly reports can be scheduled to be emailed automatically, even eliminating the click if need be!


6. Use staff wellness budgets more effectively

Easy access to employee health information also enables you to target your wellness initiatives more effectively, for example, if a high number of employees in a particular department are reporting back injuries, that data could highlight a need to review manual handling in that team, or if flu or stress are particular challenges, an early intervention could prevent worse problems later on.  Using data to drive your decisions means you can allocate your staff wellbeing budgets into the measures most likely to make a direct impact on sickness absence.


7. Manage Absenteeism & Tackle a ‘Sickie’ Culture

Finally, our absence management system will alert you when staff are just ‘pulling a sickie’, with useful reports like ‘sickness absence by day of the week’ (which helps you to easily spot cases of Monday and Bank-Holiday-itis!)


8. Manage Multiple Sites & Flexible Workers

Because the system works on any device with a web browser, it works very well in managing remote and flexible workers.  It helps HR keep track of absence, flexible working and workers who work across multiple sites.

You can easily manage any type of employee absence, anywhere across the world, and it is scalable – meaning it will work whether you have 6 staff or 6000.

Lastly, a major benefit is you can quickly recover your costs, which is something finance managers love!  Our absence management system will usually pay for itself within the first 12 months.

Users typically report 20-30% less sickness absence and vast savings in terms of administration costs and time.


Why choose Activ Absence Management Software?

Activ Absence is our market leading, cloud based absence management software solution, and the most versatile application in it’s class.  You can use it on your phone, tablet or pc to manage staff holiday planning, tackle sickness absence and manage your employees.

Activ Absence is part of the Activ People HR system – you may only need an absence management system now, but by purchasing extra modules as you need them, you can create a customised full cloud based HR system.

We have HR software modules covering appraisals, training, document management, employee records and a full online employee handbook with response tracking.  These can be added on at any point of your contract if required.

However, if you’d rather just enhance your existing systems, the Activ Absence management system can be configured to work with  the tools you use already, such as Payroll, basic HR Database or even a full HR system.  Many of our clients use our absence management system to extend the functionality of their existing software.  We have clients using Sage, SIMS, SAP, I-Trent, Peoplesoft, Ceridian, Oracle, ADP,  etc. who use our absence management tools to improve the functionality.

For clients on ERP packages, our absence management system is often significantly cheaper than purchasing the relevant module.

For those who have bespoke needs, we are ISO 27001 accredited, and have a team of security cleared developers who regularly work on government projects, so if what we do ‘out of the box’ won’t meet your needs, our team are equipped to customise or build specific functions to meet your needs.  Activ Absence really is the most flexible absence management solution on the market.

Using a Staff Holiday Planner

Staff holiday planning is easy with Activ Absence – spreadsheets, paper forms and staff leave clashes are a thing of the past!

Easier for Staff to book annual leave

Staff can easily book annual leave using the staff holiday planner – it doesn’t need a call to HR and it’s available anytime, anywhere. Employees can see who’s off already when placing an annual leave request, so they know already if the leave request is likely to be approved.

Managers have more control over staff holiday

Staff holiday clashes are common with spreadsheets and paper form staff holiday systems.  The traditional ‘wall-based’ staff holiday planner may give visibility, but it is prone to human error

Activ Absence eliminates staff holiday planning disasters by helping managers plan annual leave more effectively.

How do staff use the online staff holiday planner?

The process is very simple.  It starts when an employee logs in to place an annual leave request, which they can do directly in the staff holiday planner, on a computer, tablet or mobile phone.

When they log in, employees can see all their annual leave information, as well as who’s off, when, in their department.  This alone eliminates many of the intrusive calls that HR Managers associate with the staff holiday planning process.  They can place a leave request, anytime, anywhere, directly from the dashboard in the staff holiday planner.

How do Managers approve or reject Staff Holiday Requests?

After a staff holiday request is submitted, the staff holiday planning system sends it to the nominated line manager, who will approve or reject the leave request.  If two stage approval is required, this takes place automatically.

When the manager gets sent a request for approval, they are shown any other approved annual leave requests for that time.  They can then approve or reject staff holiday requests with a single click.

How can the staff holiday system prevent skills shortages across the business?

The staff holiday planner can be configured to prevent job role clashes even where people work in different departments, (e.g. first aider, fork lift truck drivers) so you can ensure key skills are always available on site.

Using the Activ Absence Staff Holiday Planner, the wall planners, paper forms and spreadsheets, (along with the HR interruptions that accompany them), are eliminated altogether.

Track, manage and plan other leave types

There are lots of leave types in a modern organisation – not just annual leave.  Activ Absence offers a complete online absence management system that allows you to record and track ANY type of leave, both planned leave and unplanned leave.

Here’s just some of the leave types our users keep track of with Activ Absence:

  • Maternity Leave
  • Disability Leave (which
  • Paternity Leave
  • Bereavement Leave
  • Shared Parental Leave
  • Study Leave
  • Unpaid leave
  • Duvet Days
  • Planned and Unplanned Medical Leave
  • Leave earned through overtime and time off in Lieu

You also have the ability to configure your own leave types, so the software can manage your people the way you do.

We like to keep things simple:


Absence Management saves you money

Nobody likes hidden surprises or complex agreements.  Our absence management software offers transparent pricing and includes full support from our knowledgeable UK-based team.

Our industry leading absence management tool will saves time and money and costs less than buying each of your staff one cup of coffee a month.


Simple, online Absence Management

Activ Absence is simple and intuitive to use.  We include training for your administration team.   There is no need to change your existing hardware or software, and you can be up and running within days, even across global sites.

Easily engage your staff

Activ Absence is very easy for both staff and administrators to use.

Staff love using the electronic staff holiday planner on a wide range of devices and the built-in bradford factor score offers a visible deterrent against absenteeism.

Absence management for line managers

Line managers are crucial players in tackling a high absence rate, but traditionally don’t have the absence management data to tackle problems directly.

Activ Absence empowers line managers by giving them information to plan staff holiday within their team and manage staff sickness absence – without the need to call HR.

Managers can easily see who’s off and who is planning to be off and when – any time, on any device.

Absence management benefits for Business

Activ Absence management tools give businesses the information they need to tackle the causes, effects, cost and productivity implications of staff sickness absence.  This saves time and money and ensures spending on wellness initiatives is well targeted.

Staff holiday planning is streamlined, administration time is drastically reduced and your sickness absence process is consistent throughout your organisation.

Lastly, your valuable HR people spend time nurturing talent, not tackling admin.

Our customers love using Activ Absence:

Trusted by Thousands of Users Worldwide

We launched our first version of Activ Absence in 2006, and most of our original users are still using our market leading absence management software.

With every successive release we continue to work closely with HR consultants, employment lawyers and absence management specialists to make sure it continues to be the best in its field. We have saved thousands of users worldwide time and money and our prestigious blue chip client list is growing daily.

Set Trigger Alerts

Trigger point email alerts take the hard work out of absence management.  Once a criteria is triggered, the system notifies the relevant people.

Self-serve staff holiday planner

Staff request annual leave via the online staff holiday planner, anytime, anywhere.  Requests can be approved or rejected in one click on any supported device, via a one or two stage approval process that you control.

Superior Reporting Tools

Our absence management software offers a wide choice of ready-to-run real-time graphical reports that can be run in real time with one click, or automatically mailed to nominated managers and HR.

No installation required!

Activ Absence management software is cloud based so deployment is quick and easy with no downloads, installation or hardware changes – even across multiple global sites. 

Bradford factor calculator

The bradford factor score can be shown in the employee dashboard to deter absence.  Trigger alerts can be set to monitor absence thresholds and bradford factor score.

Ongoing technical support

Our absence management software is simple to use, and our helpful UK based team provide ongoing support and advice.

What do our Customers Say:

Absence Management Software

“Easy to use, helpful support staff, really happy with the level of service.”

Borough Council of Wellingborough use Activ Absence Management Software

“Activ Absence management software ticks all the boxes for us and provides an overall picture of all absence. The ability for the system to meet our specific needs makes it even more valuable.”

Charles Stanley use Activ Absence Management Software

“Activ Absence is intuitive for our employees and our HR team have a base to actively monitor absence and the impact on business. The implementation was seamless and the on-going support is first class.