How human resources manages employee absences

4 of February, 2025

One of the most complex tasks we face in Human Resources is absence management. Workplace absenteeism is one of the most serious problems for any company.

It implies a loss of productivity, but also an extra burden on workers. A problem that needs to be addressed.

How can we combat this situation? Each company is unique, but having a absence record is crucial. Especially when we take into account the different types or reasons for absences.

What is absence management?

During a work absence, an employee is “disconnected” from his or her job. They do not show up to their workplace for whatever reason, but someone else needs to assume their tasks.

Absence management involves tasks that must be performed during absences. These are usually temporary, and can be unpredictable.

In addition to the reasons we have already mentioned, we can also add other scheduled events (like a medical appointment) or unexpected incidents (such as the death of a relative). We may come across long-term absences, such as a leave of absence.

Absence management has become more complicated in recent years with the increase in remote work. This does not constitute an absence per se, because the person is still working.

However, they do it remotely, so it’s a physical absence. Of course, employee absences will also need to be managed if workers do not fulfill their obligations from a remote location.

What is workplace absenteeism?

If we talk about absence management, we have to talk about workplace absenteeism. This concept refers to the unjustified non-fulfillment of a worker’s labor obligations.

It occurs when the employee does not come to work without any reason or prior notice, or when they leave before their shift ends.

When this situation arises, their tasks are passed on to a colleague or not completed.

This negatively affects the company’s productivity and work dynamics. It can even harm the work environment and relationships among colleagues.

Time tracking software and absence management

How can a company control and manage absences? The key lies in having the right tools for it. We can do it using our time tracking software.

We are obligated to carry out a record of worked hours. And there we will identify those who do not show up for work.

If you correctly manage time tracking, you will soon discover the absences of workers. A tool like this opens up infinite possibilities.

For instance, when it comes to managing absences related to vacations and days off. Also, for collecting justifications for absences from work. These are some of the advantages:

• We save time. The processes are simplified, as the worker can register the absence in the system. Therefore, HR can plan and manage it more efficiently. They can also access justifications.
• Less workplace absenteeism. Good absence management helps control absenteeism. The company can detect patterns that previously went unnoticed, revealing absences due to stress or burnout. We can take action to reduce them.
• We minimize risks. Knowing in advance some absences (vacations, days off, medical visits) facilitates their management. We avoid a lack of personnel, especially at times of greater workload.
• More transparency. Both HR and the employees themselves have clearer information about absences. Thus, misunderstandings are avoided and we reduce the possibility of conflicts. This way, employees are more satisfied and the work environment improves.

Absence and attendance management policies

One of the keys is to have an absence and attendance management policy. This has to be a formal issue and should be recorded in writing.

In fact, it’s a document that we should share with the entire staff. It has to be included in the organization’s onboarding.

But HR cannot handle absence management alone. The leaders of each team should cooperate in this matter, respecting the absence policy.

Any protocol for managing employee absences must be observed. Leaders should set an example among their subordinates.

For the workers, knowing the absence policy will help them avoid problems. For example, when it comes to communicating any absence in advance.

This also applies to providing proof of absences. Not to mention the management of vacations. That’s the most efficient way to manage them.

A tool like Sesame HR meets all these Human Resources needs. It helps us in absence management, allows workers to request vacations or days off and attach justifications.

The organization knows in advance the needs it will have on a specific day, making everyone’s work easier.

Types of absences

Another key element in absence management is differentiating between justified and unjustified absences.

The former have a logical reason, the latter do not. The accumulation of the latter can lead to the dismissal of the worker. Let’s look at some examples of absences:

• Justified absences: Employee illness, pregnancy leave, maternity or paternity leave, family reasons, medical appointments, force majeure
• Unjustified absences: There is no reason for the worker not to show up at work (or they do not provide one)

Having a clear absence policy allows us to warn the worker of repeated non-compliances. Especially when it comes to unjustified absences.

From there, the company can initiate a process to sanction them. In the most extreme cases, the worker can be dismissed.

However, current legislation makes it clear that firing for repeated absenteeism must be justified. In this sense, the work of Human Resources in monitoring employees’ attendance is key.

We must be able to demonstrate that the employee has been consistently and unjustifiably failing in their duties.

Want to know more about absence management? On the Sesame HR blog, you will find related information to tackle absenteeism in the company with the help of an HR software. Read us!

Ricardo López

HR Payroll Specialist | LinkedIn | | Web | +post

Ricardo López has built a solid career in the field of human resources, excelling in payroll administration, labor relations management, and employment advisory services. His academic background in labor law and human resources, combined with his experience in companies such as Zeus - Smart Visual Data, Sesame HR, and Grupo Noa's, has allowed him to develop a comprehensive understanding of workforce dynamics and personnel management. With over 10 years of experience, he has demonstrated strong expertise in benefits administration, HR documentation, and career counseling. Ricardo continues to contribute to the efficient and people-centered development of the organizations he works with.

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