In this article, we will explain how you can automatically request certificates for certain absences (e.g. illness) and set up approval processes accordingly. We will first look at how to activate certificates for absences, then at how to set up and conduct the approval process for the certificate, and to finish, we will take you through an example process from request to approval.
Activating Certificates for Absences
In your Personio account, go to Settings > Absence, select the absence type (e.g. illness) and click on Edit. Select the checkbox for Require certificate to activate certificates for this absence and enter after how many (sick) days a certificate should be requested. For example, if you enter 3 absence days, the employee will be asked from the third day of absence to upload the certificate. Weekends are not included when these days are counted.
Setting Up the Approval Process
Once you have activated certificates for an absence, information is displayed under Settings > Approvals > Absence/"Absence type" that a certificate request will now also be triggered parallel to the absence request. The approval process for the certificate is the same as that of the absence. In the following example, the supervisor stored in the employee's profile has to approve a request for an absence due to illness along with a corresponding doctor's note. The certificate approval process includes that the employee in whose profile the absence has been entered receives an automatic request from Personio, via Your Tasks on the Dashboard, to upload the respective certificate. Once this has occurred, the approver (e.g. the supervisor) receives a corresponding notification.
The approval process for both the absence and the certificate are the same.
When sick days are approved, this may instead be regarded as a notification about the absence, given that absences due to illness are not usually subject to approval.
Note that under the Documents tab, employees must have been assigned proposal rights. This is the only way to ensure that they can import their certificate.
Example Process for a Request
The following example refers to the settings shown in the screenshots above. The employee Ludwig Krause is sick and uses Personio to send a notification of his sickness.
(1) First, the employee Ludwig Krause enters the sickness period under My profile > Absences.
(2) Ludwig Krause then receives a task on his dashboard to upload a medical certificate for the stated period.
At the same time, his supervisor, Emma Roth, receives two to-dos (a) to confirm the illness-related absence and (b) the information regarding the pending doctor's note.
(3) Ludwig Krause uploads a scan or photo of the note as soon as he has it. The note is saved in Ludwig Krause's profile under Documents > Certificates.
On his dashboard, a notification is displayed that the approval of the certificate is still pending.
(4) Emma Roth now sees on her dashboard that a doctor's note has been uploaded. She can view the certificate via the preview and then approve it.
This completes the process, and both the absence and the certificate have been approved. The process can of course be extended, for example, to also include the HR department in the approval workflow. For this, only the approval process itself needs to be adjusted.
To trigger a medical certificate request, the absence has to be entered as one single absence period. For example, if an employee is sick for three days, but enters a separate absence for each of the three days, the certificate process will not be triggered (if the setting specifies certificates to be requested with absences of 3 days or more).
In the case below, a certificate request will be triggered (certificates required from 3 days):
In the following case, a certificate request will not be triggered (certificates required from 3 days):
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