Absence Management Software
for UK Employers
Record sickness consistently, keep return-to-work follow-up in view, and give managers the context they need for a fair conversation. Leavely keeps the history, documents, and reports together.
Free trial. No credit card required. £8/user/month after.
Sickness absence software, in short
Sickness absence software gives UK employers one record of every sick day: the dates, the fit note, the return-to-work conversation and the pattern over the last 12 months. Leavely is absence management software built for that job. Staff absence is recorded once, managers are prompted for fit notes and follow-up, and HR can see Bradford Factor scores and export reports for payroll or a review meeting.
Used as an employee absence tracker, it also shows who is off today on the team calendar, so cover can be arranged before the day starts.
What sickness absence software should do in the UK
A generic absence calendar is not enough. An absence management system for UK staff should keep the facts that the statutory rules and a fair process depend on.
| UK rule (2026/27) | What the record needs |
|---|---|
| Statutory Sick Pay from the first full day of sickness | Exact sickness dates for payroll. SSP is £123.25 a week or 80% of average weekly earnings, whichever is lower; payroll calculates and pays it. |
| Self-certification for up to seven days | How and when the absence was reported, and the employee’s own account of a short absence. |
| Fit note for more than seven consecutive days | A prompt once an absence passes seven calendar days (non-working days count), plus the note itself and any advice on adjustments. |
| Absences eight weeks or less apart can link for SSP | A full dated history, so payroll can check linked periods against the 28-week maximum instead of restarting each time. |
| Return-to-work conversation (good practice, not law) | Notes of the conversation, who held it and any agreed support or phased return. |
| Equality Act duty to consider reasonable adjustments | Context alongside any score, so disability-related absence is reviewed individually rather than through an automatic trigger. |
Read more in our guides to Statutory Sick Pay, fit notes, absence trigger points and phased returns to work, or work out a score with the free Bradford Factor calculator.
How staff absence management works in Leavely
- 1
Sickness is recorded once
An employee or their manager logs the absence against the Sick Leave policy. It appears on the team calendar, so everyone can see who is off and plan cover.
- 2
The fit note prompt appears when it is due
If the absence runs for more than seven calendar days, Leavely marks a fit note as required. The note can be uploaded to the absence, and outstanding fit notes stay on the dashboard until they are dealt with.
- 3
The manager completes the return to work
When the employee comes back, the return-to-work record is attached to that absence, with notes and who held the conversation. Pending return-to-work records show on the dashboard.
- 4
Patterns are visible, decisions stay human
Each employee’s Bradford Factor is calculated over a rolling 12 months and shown on their profile and in the staff directory, with the spells and days behind the number.
- 5
Policy options are handled cleanly
Where your policy allows it, a manager can convert an approved sick day to annual leave and Leavely adjusts both balances in one step. Absence data can be exported as CSV for payroll or an HR review.
A clear record before the next conversation
Good absence management starts with consistent facts: what happened, when it happened, what follow-up is due, and what context a manager needs to consider.
One record
Sickness, notes, and documents stay together
12 months
Bradford calculations use a consistent period
CSV export
Reports can leave the system when needed
Tools to record and review absence
Complete Standard toolkit included at £8 per user per month + VAT, billed monthly on a 12-month term. No setup fee.
Bradford Factor reporting
Scores are calculated from recorded sickness absence and shown with the spell and day counts behind them, across a rolling 12-month view.
Pattern and trend context
Review current scores, movement over time, and repeat patterns as context for a supportive conversation — not as an automatic conclusion.
Return-to-work interviews
Leavely prompts managers to complete a return-to-work interview when an employee comes back from sick leave. Every record is stored and auditable.
Absence trend reports
See absence patterns across your organisation. Filter by department, team, or individual. Export reports for board meetings, HR reviews, or occupational health referrals.
Fit note tracking
Record fit note details, expiry dates, and any workplace adjustments recommended by the GP. Never lose track of when a fit note needs renewing.
Department-level visibility
HR managers see the whole organisation. Line managers see only their direct reports. Employees see only their own records. Role-based access keeps data secure.
How Leavely helps managers handle absence consistently
Record every absence consistently
When an employee calls in sick, record it in Leavely. The reason, dates, and any supporting documentation are stored against their profile. No more sticky notes or forgotten emails.
Spot patterns with the Bradford Factor
Leavely calculates the Bradford Factor automatically. Frequent short-term absences score higher than a single long absence, helping you identify employees who may need support or a formal conversation.
Review the individual context
Use the score, spell history, trend, and your own policy as prompts. Protected absence and reasonable adjustments still need human consideration.
Keep follow-up together
Return-to-work notes, fit-note details, and absence reports stay connected to the employee record and can be exported when a review needs them.
A score is context, not a decision
Acas advises employers not to use absence review points to trigger disciplinary action automatically and to consider adjustments for disability-related absence.
Why choose Leavely for absence management?
Purpose-built, not bolted on
Many HR platforms treat absence tracking as an afterthought. Leavely is built around leave and absence management from the ground up, so every feature is designed with this workflow in mind.
Predictable for growing teams
Leavely publishes one price of £8 per active user per month. Review the included features and model your real headcount on the pricing page before subscribing.
No implementation project
Sign up, add your team, and start using Leavely in minutes. There is no onboarding project to run, and you can book a demo or start a free trial, whichever suits you.
UK-focused workflows, with a clear boundary
Fit-note records, Bradford Factor calculations, return-to-work follow-up, and UK date formats are built in. Leavely organises the process; it does not replace employment-law advice.
Put your absence process into practice
Use the employer guides alongside your absence records, or explore the school workflow when you need to coordinate teaching and support teams.
Fit note rules for UK employers
Check when to request evidence, who can issue a fit note, and how to record advice and follow-up dates.
Return-to-work interview questions
Prepare a supportive conversation and record the actions agreed when someone returns from sickness.
School staff absence management
See how school teams can bring staff absence, supporting records and team availability together.
Bradford Factor calculator
Work out a score from absence spells and days, with the formula and its limits explained.
Statutory Sick Pay 2026/27
The current SSP rate, first-day entitlement, linked periods and the SSP1 form.
Sickness absence trigger points
Set fair review points and avoid automatic action on disability-related absence.
Start managing absence properly
Book a demo, or start a free trial with no credit card.