Absence monitoring is something that all organisations have to deal with, whether it is a small firm with a handful of staff or a national employer with staff working in various locations.
It has been managed with manual books, spreadsheets, and email trails for decades. Whilst this approach can be convenient, it will leave inconsistent records. Today, more employers are turning to computerised absence management software to bring order to their processes.
Such systems promise to save time, reduce errors, and help businesses stay compliant with the law. But how do they compare with the well-established routines so many are still employing?
What are traditional absence management methods?
Traditional absence management methods have long been the foundation of how UK organisations monitor staff attendance. These methods tend to be paper-based and spreadsheet-driven: a ‘basic’ type of attendance software.
HR departments or line managers manually record when employees are absent from work, whether due to sickness, annual leave, or other authorised absences. One of the most commonly used tools is the spreadsheet.
Simple to set up and familiar, these are prone to human error and offer poor visibility across teams. When someone calls in sick, for example, a manager might make a note or forward the message along to HR, who then logs the change.
But doing this can introduce inconsistencies (especially if multiple people are involved in the process or the records aren’t updated).
What are modern absence management systems?
Over the past few years, the way UK organisations handle staff absence has shifted towards technology-driven systems that aim to reduce the administrative burden on HR teams and line managers.
Employees can log in and book off, report illnesses, or check their remaining holiday allowance. From a managerial perspective, the software provides an at-a-glance overview of who’s off and when, which makes planning and resourcing more straightforward.
It also removes the need for guesswork. Instead of having to chase emails or trawl through files, HR staff and managers have absence histories, trends, and return-to-work information at their fingertips.
How do the two compare?
- Efficiency
Manual systems need time from many people at various points. A line manager will take a call from someone who is off sick, note it down, and then pass this information on to HR to record.
Any holiday request will go through email threads, awaiting authorisation before being typed into a tracker. Such a labour-intensive process affects how quickly decisions can be made, especially in larger teams.
On the other hand, computer systems reduce this to-and-fro to a minimum. These systems allow employees to notify of absence or request leave online, which instantly notifies the relevant people.
Managers are given real-time information, so they can react more quickly to gaps in the schedule. The same system also records the information automatically, releasing HR departments from hours of admin work each week.
- Accuracy
With manual entry comes human error. Forgetting to update a spreadsheet, misreading a handwritten form, or inputting the wrong dates are all common issues.
When audits happen or disputes arise, these errors can have real consequences. Inaccurate records might even lead to breaches of contracts or mismanagement of entitlements.
Digital systems, on the other hand, reduce the risk of missed information. Absence data is recorded directly by the employee or through automated processes, cutting down on transcription mistakes.
- Compliance
Employment law in the UK places a clear expectation on employers to maintain proper records and apply fair processes.
Manual procedures can make this more challenging, especially where there is Inconsistency in how policies are applied or information is being lost.
Sickness absence has to be handled in line with the Equality Act or Health and Safety legislation, and failing to record this accurately can expose a business to risk.
- Employee experience
Waiting days for a holiday request to be processed or having to explain illness to multiple people is something that can affect the way employees view their working environment.
Computer systems provide greater control to individuals. Web portals enable them to book leave or report sickness at ease and anonymously. Reminders keep them informed without the added emails and telephone calls.
Some websites include wellbeing support as well, with access to resources or referrals initiated when persistent absence is signalled. It helps foster trust and shows a business means business about its duty of care.
- Cost implications
Maintaining absence records manually might appear to be less expensive at first sight.
There is no software license to purchase and no training required. However, in the long run, this method can prove to be more expensive through wasted hours, lost entitlements, duplicated effort, or legal arguments.
Computer systems involve initial costs, but it is recouped in both time and risk reduction.
Businesses using their absence management software are typically able to regain thousands of hours each year by streamlining. Such systems also reduce the likelihood of surprise expense on account of error or policy abuse.
