Absence management

What is absence management?

Absence management refers to the set of methods, policies, and tools used to record, monitor, and analyze employee absences within an organization. It includes both planned absences (vacation, holidays) and unplanned ones (illness, lateness, unexcused absences).

In an SME, especially in the construction sector, strict absence management is essential to ensure operational continuity, meet project deadlines, and avoid errors in timesheets or schedules.

Why is absence management crucial for a company?

Proactive absence management helps to:

• Reduce disruptions in work organization;
• Optimize schedule planning;
• Limit time theft, omissions, or unreported absences;
• Reduce the risk of timekeeping errors in payroll reports;
• Promote a fair and transparent work environment.

It also contributes to legal compliance, particularly regarding paid leave, sick leave, and rest time regulations.

What types of absences should be considered?

Management covers different forms of absence, including:

• Authorized absences: annual leave, parental leave, personal days;
• Unplanned absences: illness, family emergency, accident;
• Unjustified absences: no-show without notice or valid reason.

Some absences require real-time adjustments, which means close coordination with scheduling and time tracking tools.

What tools help manage absences?

To avoid manual errors and oversights, many companies adopt digital tools such as:

• A work schedule management software to easily adjust planning according to absences;
• A shared electronic calendar to view staff availability in real time;
• An employee time tracking app to automate absence and attendance entries.

These solutions offer better control, smooth team communication, and increased reliability in payroll processing.

How do timesheets support absence management?

Timesheets play a central role. They allow companies to:

• Verify actual hours worked;
• Identify repeated or unreported absences;
• Generate reliable reports for management and HR.

A digital timesheet model automates absence detection and ensures better tracking of hours worked per employee.

Frequently asked questions about absence management

What is the difference between a planned and an unplanned absence?

A planned absence is anticipated and approved by the company (e.g.: vacation, holidays). An unplanned absence occurs without prior notice (e.g.: illness, emergency), often complicating team reorganization.

How can unexcused absences be reduced?

Prevention involves a clear absence policy, proactive communication, and the use of a mobile or digital time clock system that allows real-time schedule tracking. Tools like a mobile punch clock can help reduce unauthorized absences.

What indicators should be tracked for effective absence management?

Companies can track:

• Overall absenteeism rate;
• Absence frequency per employee;
• Recurring reasons (illness, lateness, unplanned leave).

This data helps adjust internal policies and respond quickly to structural issues.

Can absence management be linked to payroll?

Yes, using a time management software or a payroll software, absences can be automatically integrated into payroll calculations, reducing human errors and delays in processing.