Five factors to consider when choosing an absence management system

Here at Leavetrack, we tend to see a very seasonal peak in website visitors during December and January when companies start looking for a better way to manage staff absence. Perhaps they have been using Excel to manage staff holidays or for smaller companies a wall planner but there comes a time when it just takes too much time!

Choosing an absence management system isn’t the most business-critical decision but getting it right can help drive a frictionless implementation and acceptance by your employees. So we think it’s important to start looking well in advance and here are the top five factors to consider.

1. Giving managers the right information

The purpose of introducing an absence management system is to reduce administrative burden so it’s vital that any absence management tool gives managers the information they need to make an informed and timely decision. Look for systems that tell managers who is off at the same time and allow managers to approve and reject requests from the email notification.

2. Easy administration

Someone has to keep the system up to date and that normally means someone spending a lot of time in it. You need to make sure that it is straightforward to use from an administrative perspective. Check how happy the provider is to make small tweaks to improve usage.

3. Simple and clear reports

The reporting should be clear and easy to use. Make sure that you can get the information that you need, whether that is across the whole company or down to the individual. Does the provider offer a variety of reports that allow you to spot trends in your company? As an example, are your employees clustering their holidays meaning certain departments are short-staffed?

4. Integration with existing systems

What integration options does the absence management system offer? Does it directly integrate with other systems you use at work already? Perhaps you are a fan of Slack and would like to receive notifications in channel. Also look at what calendar feeds the product offers so that you can feed information directly into employee or shared calendars.

5. A product that scales with your business

What pricing does the product offer? Is it per person? That might work out cheap if your company is 10-15 people but what if you grow to 50? Make sure that the pricing is scalable or check that you can get your data out should you choose to move in the future.

There are a lot of options out there and it’s vital to trial the software and speak to the companies involved to ensure they meet the requirements of your business. As always, we’d be happy if you considered Leavetrack and if we don’t think we are a good fit for your company, we’ll be pleased to suggest alternative providers who might be.