As part of RotaCloud's leave management features, you can add sickness for your employees and this will show on the Rotas and Leave pages. You can also set up custom pay rates for sickness or, if your employee is salaried a sickness pay deduction amount.
Adding sickness on desktop
The quickest way to add sickness on RotaCloud is directly on the Rotas page. To begin, click your Rotas tab and find the employee and date(s) you'd like to add leave for. Then, click the three dots at the bottom of the shift box. (These will appear when you hover the shift box).
From the dropdown menu, select 'Add leave'.
You'll then see the leave modal - the employee and start date will already be filled in based on the Rotas section you click (but this can be changed if needed). Under the leave type , select 'Sickness'. You can then enter the end date (if different), the number of hours assigned, if it's paid or unpaid, and an optional message to the employee.
Once you've entered the leave details, click 'Add leave' at the top of the page and it will show on your Rotas and Leave page and will be visible to the employee.
If the sickness clashes with an existing shift, you will be made aware of this and shown a dropdown with options of what action you'd like to perform on the shift. To learn more about this, click here.
Sickness can also be added directly on the Leave page. Simply go to the Leave tab and click the blue plus icon at the top of the page. You will then see the same leave modal appear allowing you to select the employee, leave type, dates etc..
Editing sickness on desktop
If you need to edit a sickness entry - for example, if you have added sickness and the employee calls in sick the next day too - the quickest way is on the Rotas page.
Begin by clicking on the existing sickness entry you'd like to edit.
You'll then see a pop-up on the right showing you details of the shift. Click the 'Edit' option.
On the pop-up, make the amendments you need and, once done, click 'Confirm' at the top of the page. The changes will then be saved and made visible to the employee.
Adding sickness on the app
Sickness can be added on any section of the RotaCloud app. To do this, tap the blue plus button in the bottom right corner of your screen and select 'Add leave'.
You'll then be taken to the leave form where you can enter the employee, leave type, start and end date (if different), enter the number of hours assigned to the leave, if it's paid or unpaid, and an optional message to the employee.
Once you've entered the sickness information, click 'Add leave' and it will be visible to the employee.
Setting up sickness pay or deductions
If you have our Time and Attendance package, you can set up custom rates of pay for each leave type if your staff are paid hourly, or custom leave deductions if your staff are salaried and take unpaid leave.
To set this up, Go to your Company tab, select 'Employees' and select the user you'd like to add a leave rate or deduction for - this will take you to their profile.
From the menu on the left, select 'Wage & Salary'. The 'Default Wage / Salary' section will determine your leave pay/leave deductions section.
If you set the employee up with a 'per hour' rate, you will be able to set up an hourly pay rate for each leave type. If you give them a 'per annum' rate, you will be able to enter a pay deduction for each leave type.
Ensure the correct rate of pay is selected for the user then scroll down. You'll see either the hourly pay rate or leave deduction section here.
Enter the hourly pay or day-rate deduction you'd like and click 'Save'.
These rates or deductions will then feed through to your payroll reports.