Sick Leave Follow-up (OAS) in Simployer
Who is this guide for?
This guide applies to those that use:
- absence in Capitech
- Simployer Sick Leave Follow-up
- employee synchronization from Simployer Employee Register to Capitech Flow
The guide is relevant for superusers, HR, managers, and administrators who register, edit, or follow up sick leave.
What is Sick Leave Follow-up?
In Simployer, Sick Leave Follow-up is used to follow up sick leave with processes, deadlines, and activities related to the employee and NAV.
When an absence that requires a sick leave certificate is registered in Capitech Flow, a follow-up can be created automatically in Simployer.
What is done in Capitech, and what is done in Simployer?
System | What is done here? |
|---|---|
Capitech Flow | This is where you create, process, change, and delete the absence itself. |
Simployer | This is where you process, change, conclude, or delete the follow-up of the sickness absence. |
The absence and the follow-up must be treated as two separate things after the follow-up has been created in Simployer.
Requirements before sick leave follow-up is used
Before it can be used, the setup must be correct.
The following must be in place:
- employee synchronization from Simployer Employee Register to Capitech Flow
- correct absence codes for sick leave and, if relevant, self-certified sick leave
- clarification of whether a follow-up should be triggered by sick leave, self-certified sick leave, or both
- necessary setup performed by a consultant
Set up the correct absence codes
You must check which absence codes should be considered Sick leave and Self-certified sick leave.
This is done on the absence codes in Capitech Flow.
How to do it:
- Go to Admin.
- Select Absence > Absence codes.
- Open each absence code that applies to self-certified sick leave or sick leave.
- Check that the absence code is defined as self-certified sick leave or sick leave.
- Save any changes.
Which absence codes should be used may vary from one organization to another. This should therefore be checked by a superuser before sick leave follow-up is used.
When is sick leave follow-up created automatically?
Sick leave follow-up is triggered when an absence of type Sick leave is created in Capitech Flow.
Some organizations also want a follow-up to be created when an absence of type Self-certification is registered. This is organization-specific and must be set up by a consultant when the sick leave follow-up module is activated.
Important information about editing and deleting
Once a sick leave follow-up has been created in Simployer, the absence in Capitech Flow and the follow-up in Simployer do not have an ongoing link that automatically updates both places.
This means that you must handle them independently:
- Changes to the absence are made in Capitech Flow
- Changes to the follow-up are made in Simployer OAS
If you edit or delete absence in Capitech Flow, you must therefore also consider whether the follow-up needs to be edited or deleted in Simployer.
The absence should have been sick leave or self-certified sick leave
If the absence was registered with an absence code that was not defined as Sick leave or Self-certified sick leave, but should have been, you can correct this in Capitech Flow.
How to do it:
- Open the absence in Capitech Flow.
- Change the absence code to the correct code for Sick leave or Self-certified sick leave.
- Save the absence.
When the absence code is changed to a code that should trigger that a follow-up is created in Simployer.
The absence should not have been sick leave or self-certified sick leave
If the absence was registered as Sick leave or Self-certified sick leave, and a follow-up was therefore created, but the absence should not have had this type of code, you must correct this in two steps.
How to do it:
- Change the absence code for the relevant absence in Capitech Flow.
- Delete the created follow-up in Simployer.
This is necessary because the sick leave follow-up is not deleted automatically when the absence code is changed in Capitech Flow.
If the absence should not have been created
If an absence of the type Sick leave or Self-certified sick leave should not have been created, you must handle both the absence and the sick leave follow-up.
How to do it:
- Edit or delete the absence in Capitech Flow.
- Delete the created follow-up in Simployer.
If a sick leave follow-up has already been created, it must be deleted in Simployer even if the absence is removed or changed in Capitech Flow.
If you change the date or extend the absence
When you change the date of a sick leave or self-certified sick leave in Capitech Flow, the dates are not automatically changed in the related follow-up.
Absence in Capitech Flow and sick leave follow-up in Simployer must therefore be updated separately.
How to do it:
- Change the date or period for the absence in Capitech Flow.
- Go to Simployer.
- Find the related follow-up.
- Change the dates manually in the sick leave follow-up.
This also applies if the absence is extended.
Report for absence transfer to Simployer
In Capitech Flow, there is a report that shows absences that have generated sick leave follow-up ("OAS") in Simployer.
You can find the report here:
Capitech Flow> Reports > No category > Simployer Absence (OAS Transfer)
The report can be used to get an overview of which absences are registered in Capitech Flow and transferred to Simployer.
Where can you find the follow-up in Simployer?
You can find the created follow-up in Simployer Portal.
Go to:
Simployer Portal > Routines > Sick leave
There you can continue following up the sick leave in Simployer. You can also use Simployer’s interactive guide for guidance on sick leave follow-up.
Frequently asked questions
What does OAS mean?
OAS is an abbreviation for Sick Leave Follow-up. It is the module in Simployer used to follow up sick leave with deadlines, processes, and activities.
When is a sick leave follow-up created in Simployer?
A sick leave follow-up is created when absence is registered in Capitech Flow with an absence code set up to trigger a follow-up, usually sick leave.
Can self-certified sick leave create sick leave follow-up?
Yes, if your organization has chosen that self-certified sick leave should also trigger a follow-up. This must be set up by a consultant.
Where do you edit the absence itself?
The absence itself is edited in Capitech Flow.
Where do you edit the sick leave follow-up?
The follow-up is edited in Simployer.
Is the sick leave follow-up automatically updated if you change the absence in Capitech Flow?
No. Once the sick leave follow-up has been created, the absence and the follow-up must be treated independently. Changes in Capitech Flow do not automatically update dates or content in the Simployer follow-up.
What should you do if the wrong absence code created a sick leave follow-up?
Change the absence code in Capitech Flow, and delete the created follow-up in Simployer.
Where can you find the report for absence that has generated sick leave follow-ups?
You can find the report in Flow under Reports > No category > Simployer Absence (OAS Transfer).