Sick leave (incapacity to work) is a standard absence category. It is used when an employee has been officially certified as sick by a doctor.
The process for submitting sick notes varies depending on who wants to make the entry.
As a scheduler or administrator, the easiest way to create sick notes is via the calendar view Overviews > Absence. There, you can simply click on a day for any employee to create an absence entry. In the dialog box that opens, select “Sick note” as the category to mark the absence entry as a sick note.
Alternatively, sick leave notifications can also be created via the time recording or statement for the respective person. To do this, call up the employee's statement or time recording for the respective month and then click on the “+” and “Sick leave notifications” at the top. In this dialog box, you can only enter sick notes or absences for the currently selected month, so it is important to first switch to the month and then create the entry.
CrewBrain usually only counts sick leave against scheduled working days. If an employee normally works Monday to Friday and sick leave is entered from Monday to Sunday, only the 5 working days are credited, or the scheduled working time for these days is deducted.
If the “Relevant on Off days" checkbox is selected, a sick note also counts on days off, i.e., if an employee does not normally work on weekends according to the accounting period but is scheduled to work on the weekend, the sick note also counts on the weekend.
Employees can also enter sick notes themselves, provided they have been assigned the necessary “Own sick notes” authorization via the user group. Sick leave can then be recorded under My Account > Absences, where the “Sick Leave” category is also selected. However, there is no approval process for sick leave. If employees are allowed to record their sick leave themselves, it is approved immediately, as a sick note issued by a doctor is already final.
Companies often accept sick notes without a doctor's certificate for individual working days. Strictly speaking, however, these are not “genuine” sick notes (certificates of incapacity for work). For this reason, these absences must be recorded differently. If you want to allow sick notes without a doctor's note, you must first create a corresponding category “Sick note without doctor's note” under Administration > Leave & Absence > Categories. An approval process can then be activated for this category if an employee enters such an entry. Here, too, the permissions from the user groups apply, where you can also restrict which categories employees are allowed to enter.
Unlike vacation, sick leave cannot be recorded as half a day or an exact time of absence. However, a vacation category can be created for this purpose, which is then used for sick leave that does not last a whole day. (Administration → Leave & Absence → Categories).
In the entry for the vacation category, select the option “School/Training.” Here, the employee is credited with the hours of absence as actual hours. In addition, the option “Deduct working time” is checked so that the time actually worked on the same day does not additionally increase the flexitime balance.