Custom absence case file software for payroll companies
Appfront builds absence file software in which a sick report from a payroll employee lands straight with the right client company, collective agreement and pay scheme. The software records every contact moment, sets up the steps from the Gatekeeper Improvement Act (Wet verbetering poortwachter) as tasks with an owner, and keeps the problem analysis, action plan and evaluations in the same file. So you no longer have to dig through mail folders when UWV asks for the reintegration report.
What is absence file software for payroll employees?
Absence file software for payroll employees is software in which you keep one file per sick employee: the sick report, the client company where they work, the contact moments, the occupational physician's advice, the suitable work offered and all the documents that come with the Gatekeeper Improvement Act. Every mandatory step is ready as a task, with an owner, a deadline and an alert before that deadline passes.
Without such a file, the information sits with three parties at once. The client company knows someone is ill, the occupational health service has the consultation report and your back office arranges continued payment of wages. A payroll employee reports sick to the client's planner, who passes it on days later. The problem analysis ends up in a general mailbox and the action plan turns out to be unsigned when UWV asks for the report.
We build custom software because, as the formal employer, you carry the continued payment of wages and the reintegration, while the work and the suitable work sit with the client company. That calls for files per client company, agreements from your own collective agreement and absence protocol, and integrations with your payroll software and back office. A generic absence package assumes one employer with one workplace and doesn't know this triangle.
File per employee and client company
Every sick report gets a file with the right client company, placement, collective agreement and pay scheme, so everyone sees on the same screen who needs to do what and what has already been recorded.
Gatekeeper Act tasks with an owner
The mandatory steps are ready as tasks: problem analysis, action plan, adjustments, 42nd-week report, first-year evaluation and the reintegration report, each with a responsible person and an advance alert.
Client company that submits its own data
The client company reports sick and recovered, records the work offered and sees the restrictions it is allowed to see, without access to medical data in the file.
How we build your absence file software for payroll employees
We start with your absence protocol and a handful of current files, including the emails and forms that go with them today.
We walk through a sickness absence case from the first report to recovery or a WIA application: who reports it, who calls, who involves the company doctor, and which documents belong to which step.
We pull employees, placements, clients, collective agreements, pay schemes and roles from your back office and payroll software, so a new case never has to be created or completed by hand.
Then we build the case manager's workspace: today's tasks, logging contact moments, adding documents, following track 1 and track 2, and alerts when deadlines are approaching.
We integrate payroll software, back office and occupational health service, set up roles and logging, migrate ongoing cases and then take over management of the software, with regular updates.
What absence case software for payroll employees actually does
The components below appear in almost every absence case system for payroll employees. Which ones you need depends on how many clients have access and how you have organised case management.
Sickness and recovery reports
Reports can be made by the employee, the client company or your back office. The software determines the placement, the first day of sickness and who has to take the first action.
Gatekeeper agenda
All statutory steps appear as tasks with a deadline in a single agenda, with reminders before a date passes and an overview of what is at risk of being late.
Case file and documents
Consultation reports, action plans, evaluations and correspondence are stored with the case file, with versions and a record of who added or read what.
Roles and client access
You decide per role what is visible. The client sees restrictions and agreements about work, your case manager sees the whole file, and the company doctor sees their own part.
Continued pay and recharging
The case file tracks what percentage of pay is continued, which waiting days apply and what is recharged to the client, including changes during the process.
Absence figures and reporting
Absence rate, reporting frequency and average duration per client, sector or placement, with exports you can hand to management, your insurer or your accountant.
Who we build absence case software for payroll employees for
The software is intended for organisations that are formally the employer of people who work at another company, and where absence therefore always involves two parties.
Payroll companies
You are responsible for continued pay and reintegration, but the work is with the client company. Case files per client and recording the suitable work offered are the core here.
Back-office service providers
You handle absence for several payroll employers at once. Separate environments per client and strict roles and logging are the most important element here.
Staffing agencies with a payroll arm
Alongside flex workers on agency terms, you have payroll contracts with full continued pay. The software has to be able to run both regimes side by side.
Case management and occupational health providers
You guide cases on behalf of the employer. A shared gatekeeper agenda and a reintegration report that is complete per case are decisive here.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we make your idea tangible in a single day for €1,150, so you know whether further development is worth the investment. Decide to go ahead with the full build? Then we deduct the cost in full.
View OneDayBuild →Technology and integrations
This page is about the absence case system for payroll employees and ties in with absence and Gatekeeper Act case software, custom HR software and an employee portal. For the payroll side, we build, among other things, a Nmbrs integration. You can read about our approach on custom software development.
Why Appfront for your absence case software for payroll employees?
An absence case is only as good as yesterday's record-keeping. That is what we build on: every report, every contact moment and every document goes into the case file at the moment it happens, not afterwards.
The triangle is the real problem
Employment sits with you, the workplace with the client and advice with the occupational physician. We build the software around those three roles rather than around a single file that nobody sees in full.
You don't track deadlines with a mailbox
Mandatory steps get an owner, a date and an advance warning. One screen shows you which cases are falling behind before UWV or an insurer notices.
Medical data stays separate
What you may record as an employer is limited. The software separates functional limitations and agreements about work from what only the occupational physician may see and record.
Security and privacy in absence case software for payroll employees
The case file contains personal data, absence duration, functional limitations and agreements about suitable work. Diagnoses don't belong there: only the occupational physician records medical data, in a protected section. Access is role-based, every view and change is logged, and retention periods for absence and reintegration data are set per document type, in line with the GDPR and the rules of the Dutch Data Protection Authority.
The software runs in a European data centre, with encrypted storage and daily backups. Integrations with your payroll software, back-office system and occupational health service use their own keys, which can be revoked per integration.
Frequently asked questions about absence case software for payroll employees
Questions that payroll companies and back-office service providers ask before getting started.
The software keeps one case file per sick payroll employee: the report, the client and placement, contact moments, the occupational physician's advice, the suitable work offered and all documents. The steps from the Dutch Gatekeeper Improvement Act (Wet verbetering poortwachter) are ready as tasks with an owner and a deadline, so you can put together a complete reintegration report at any time.
As the payroll employer, you are the formal employer and therefore carry the continued payment of wages and the reintegration obligations. The actual workplace and the suitable work sit with the client. The software makes that division visible: you see which tasks are yours and what you need from the client, including what has been requested and delivered.
Only the part they need. The client can report someone sick or recovered, record the work offered and see the functional limitations that matter for the job. Medical data and consultation reports remain protected. You define per role who sees what, and every view is logged.
Yes. We pull employees, contracts and placements from your payroll software or back office, so a case file automatically gets the right collective agreement and pay arrangement. Sickness and recovery periods and the continued-pay percentage flow back the same way, so payroll and the recharge to the client are correct without double entry.
A programme with an external agency gets its own section in the case file, with the assignment, agency, start date, progress reports and evaluations. The track 1 tasks simply keep running alongside it, so you can show that both internal and external work were seriously explored when UWV asks.
Yes, as long as you can treat them separately. Under a temporary agency contract with an agency clause, absence works differently from a payroll contract with full continued payment of wages. We record per contract type which steps, deadlines and payment rules apply, so your staff don't have to remember which regime belongs to which case.
Ask yourself this first. If you manage absence for a single employer with its own staff and your occupational health service's portal is enough, you don't need any of this. As soon as clients need to see and submit information, contract types differ, and cost recharging and payroll processing come into the picture, you run into the limits of an off-the-shelf package.
Want every absence case file complete before UWV asks for it?
Tell us how many payroll employees you process, which payroll software and occupational health service you use, and how clients currently report sickness. We'll show you what the case file, the Gatekeeper Act agenda and the client access would look like.