Absence & Leave Management
Processes sick leave notifications, time-off requests and WVP trajectories automatically. Monitors deadlines, sends reminders and keeps HR records up-to-date — without manual follow-up work.
At a glance
Up to 8 hours/week
time saving
Up to 6x within 4 months
expected ROI
Live in 3 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
Absence and leave management costs HR hours of administration every day
- Sick leave notifications arrive via phone, email and WhatsApp — manual entry into HR systems is time-consuming and error-prone.
- WVP trajectories have strict statutory deadlines (6-week meeting, plan of action, 42-week report to UWV). Missed deadlines can result in fines.
- Time-off requests are processed manually, balances maintained in Excel and approvals coordinated via email — lack of overview causes errors.
Automated processing with monitoring of statutory deadlines
- Registers sick leave notifications automatically as soon as an employee reports via email, Teams or a notification portal, and updates the HR system immediately.
- Monitors WVP deadlines and sends timely reminders to managers and HR for the 6-week meeting, plan of action and UWV reports.
- Processes time-off requests, checks available balance and automatically routes requests to the manager for approval.
- All medical and personnel data is processed and stored in compliance with GDPR, accessible only to authorized HR staff.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Absence & Leave Management · Automatic processing of sick leave notifications and time-off requests
Receive sick leave notification
apiVia Teams, email of webformulier
Register in HR system
analysisAutomatisch in HR-systeem verwerken
Set WVP deadlines
dataWVP-deadlines instellen
Send reminders
outputLeidinggevende en HR notificeren
Prepare UWV report
apiDocumentatie klaarzetten voor UWV
0
Steps completed
5
Total steps
What it delivers
Less administrative burden and control over WVP deadlines
The agent takes over registration and follow-up from HR, freeing them to focus on personal support for absent employees. WVP deadlines are actively monitored, so deadlines are never missed. Employees and managers always have up-to-date visibility into leave balances.
less manual absence registration
WVP deadlines are always monitored
automatically updated after approval
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Koppelt met HR-systemen, salarisadministratie en communicatiekanalen voor volledige verzuim- en verlofautomatisering.
HR & Payroll
UWV & Arbodienst
Communicatie
Planning & Roosters
Frequently asked questions
What statutory deadlines does the agent monitor automatically?
The agent monitors all WVP (Improved Gatekeeper) deadlines in accordance with the law: the 6-week meeting, the plan of action (week 8), the first-year evaluation (week 52) and the 42-week report to UWV. HR and managers receive timely reminders before each deadline.
How do employees report sick leave — do they need to install an app?
No, employees can report sick leave through channels they already use: email, Microsoft Teams, WhatsApp or a simple web form. The agent processes the notification automatically and confirms receipt to the employee.
How is sensitive medical data protected?
Medical information is encrypted and stored on Dutch servers, accessible only to authorized HR staff in accordance with GDPR. The agent records absence but does not store diagnoses or medical details — that's also not permitted by law.
Does the agent also work for temporary workers and flexible staff?
Yes. We can configure the agent for different employment forms, including temporary workers with their own collective labor agreement rules and leave accrual. The agent automatically applies the rules based on each employee's contract.
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Get started with Absence & Leave Management
Book a free 30-minute intake. We analyse your situation and put together a tailored proposal.