Short answer — what to look for when choosing an absence management system?
Inzicht
The best choice doesn't start with a product, but with your own process. Those who first clearly understand what the system needs to support will have sharper conversations with suppliers and won't be swayed by a fancy demo.
What is an absence management system and what does it do?
At its core, an absence management system does three things:
Delimitation: absence management system versus HRIS and occupational health service software
An absence management system is not an isolated island. It overlaps with other HR tools but has its own focus:
| System | Primary focus | Absence role |
|---|---|---|
| Absence management system | Sick leave and reintegration | Core function: complete absence file + WVP control |
| HRIS / personnel system | Broad personnel administration | Often an absence module as part of a larger whole |
| Occupational health service software | Company doctor and occupational health service files | Medical assessment and advice, often linked to your absence management system |
Why the choice matters: laws and regulations as a starting point
The high stakes are also evident from the figures. In the first quarter of 2025, employee sick leave in the Netherlands averaged 5.8 percent [1]. Every sick employee directly impacts your legal obligations and your costs — more on that later.
Wet Verbetering Poortwachter (WVP): the process steps your software must support
The Wet Verbetering Poortwachter (Gatekeeper Improvement Act) obliges employer and employee to actively work on reintegration in case of illness, with a number of fixed steps and deadlines. Under this law, the UWV assesses after two years of illness whether the employer and employee have made sufficient efforts [4]. If you fall short, you risk a wage sanction.
The most important steps your absence management system must support:
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An absence management system without automatic signaling for WVP deadlines is a risk. If you miss a legal step, the UWV can extend wage payment for up to one year. Therefore, check whether a system warns you in time for the problem analysis, the plan of action, and subsequent evaluation moments.
GDPR and medical data: what can and cannot be registered?
When dealing with absence, you process sensitive data, and the GDPR sets strict limits on this. As an employer, you may not register medical data such as names of illnesses, specific complaints, and the cause of sick leave [3]. This information belongs exclusively to the company doctor or occupational health service.
What you are allowed to record is functional in nature:
A good absence management system enforces this boundary: it shields medical fields and ensures that HR and managers only see what they are allowed to see. Therefore, choose software that has these GDPR boundaries built-in instead of leaving them to the user.
The 8 most important selection criteria for an absence management system
| # | Criterion | Central question |
|---|---|---|
| 1 | Functionality | Does it align with my absence process? |
| 2 | WVP process control | Does it automatically signal legal deadlines? |
| 3 | Security & GDPR | Is it certified and does it shield medical data? |
| 4 | Integrations | Does it link with HRIS, payroll, and occupational health service? |
| 5 | Ease of use | Does it work for all stakeholders? |
| 6 | Reporting | Does it provide steering information on trends? |
| 7 | Implementation & support | How does onboarding and support proceed? |
| 8 | Costs | Does the price outweigh the value? |
1. Functionality tailored to your absence process
Absence does not proceed the same way in every organization. A production company with physical work manages differently than an office organization with a lot of mental absence. Therefore, check whether the core functions — sick and recovered notifications, signaling, and the reintegration file — align with your actual process, and not with a standardized demo flow.
2. WVP-compliant process control and automatic alerts
The system must actively support the steps from the Wet Verbetering Poortwachter and automatically warn you of legal milestones, such as the problem analysis and the plan of action [4]. This prevents a missed deadline from leading to a wage sanction.
3. GDPR, ISO 27001, and NEN 7510 compliance and security
Because you work with sensitive data, security is not a side issue. A good first check is whether an absence management system is ISO 27001 and NEN 7510 certified [5]. ISO 27001 is the international standard for information security; NEN 7510 is the Dutch standard specifically for information security in healthcare and for medical data. Combine this with the GDPR requirement that medical data must be shielded [3].
Tip
Don't ask a supplier if the system is "safe," but ask for concrete certificates and the date of the last audit. ISO 27001 and NEN 7510 are demonstrable; "we take privacy seriously" is not.
4. Integrations and links with HRIS, payroll, and occupational health service
A standalone absence management system leads to duplicate entry and errors. Check if it connects with your HRIS or personnel system (for current employee data), with your salary or payroll system (for continued wage payment), and with your occupational health service (for exchange with the company doctor). The less you manually retype, the lower the chance of errors.
5. Ease of use for HR, managers, case managers, and the company doctor
An absence management system has multiple users with different needs: HR monitors the overall process, managers report and follow their team, case managers guide reintegration, and the company doctor provides the medical assessment. A system that only works well for HR but is too complex for managers will not be used in practice. Therefore, have multiple roles participate in a demo.
6. Reporting and absence analysis
Good software allows you to manage based on data instead of gut feeling. Pay attention to whether you can track the absence percentage, absence frequency (how often someone reports sick), and average duration, and whether you can visualize trends over time and per department. This way, you can identify early where absence is increasing and intervene effectively.
7. Implementation, support, and onboarding
A good system that is poorly implemented yields nothing. Ask about the implementation lead time, onboarding guidance, support availability (channels and response times), and whether training is included. Keep in mind that your own people will also spend time on the transition.
8. Costs and pricing model
The price of an absence management system depends on the number of employees, the chosen functionalities, integrations, and support level. Always request a quote based on your requirements package, so you compare apples with apples. More important than the absolute price is the consideration against the costs of absence.
Cijfer
A sick employee costs an employer an average of 250 to 400 euros per day in continued wage payment, replacement, and productivity loss [2]. Software that helps reduce or shorten absence often quickly pays for itself.
The selection process in 6 steps (from requirements to demo)
| Step | What you do | Result |
|---|---|---|
| 1 | Map out absence process and stakeholders | Clear picture of who needs what |
| 2 | Draw up requirements package (must/should/could) | Objective checklist |
| 3 | Create longlist and check compliance | Suitable candidates |
| 4 | Request demos and test with own scenarios | Practical test |
| 5 | Compare price, integrations, and support | Substantiated shortlist |
| 6 | Decide, implement, and evaluate | Working system |
Step 1 — Map out your absence process and stakeholders
Start with reality: how does absence currently proceed, where does it get stuck, and who is involved? Involve HR, managers, a case manager, and the occupational health service. This prevents you from choosing a system that only fits on paper.
Step 2 — Draw up a requirements package (must/should/could)
Translate the wishes into a structured requirements package. With the MoSCoW method, you divide requirements into must-haves (no choice without this), should-haves (important but not critical), and could-haves (nice to have). This makes comparison objective instead of subjective. A useful basis is a MoSCoW template for your requirements package.
Step 3 — Create a longlist and check compliance
Compile a longlist of candidates and immediately filter based on hard requirements: does the system support the WVP steps, does it shield medical data in accordance with the GDPR [3], and is it ISO 27001 and NEN 7510 certified [5]? Those who fail here do not need to proceed to the demo.
Step 4 — Request demos and test with your own scenarios
Request demos and guide them with your own practice: register a fictitious case, go through the WVP steps, and have the different roles observe. This way, you'll see if the system works in practice and not just in the sales presentation.
Step 5 — Compare price, integrations, and support
Compare the remaining options side-by-side on pricing model, integrations, and support. Request quotes based on the same requirements package, so you make a fair comparison and are not steered by a single supplier.
Step 6 — Decide, implement, and evaluate
Make your choice, plan the implementation, and agree on when you will evaluate — for example, after a few months. Then check if the system does what you envisioned in the requirements and adjust where necessary.
Inzicht
Independent matching can significantly speed up steps 3 and 4. Instead of building a longlist yourself, you get suppliers who have already been filtered based on your requirements and compliance.
Common mistakes when choosing absence management software
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The most common mistake is comparing suppliers based on their own marketing. Almost every vendor guide directs to its own product. Therefore, compare based on concrete functionality and compliance, and use a neutral source to compare options.
Next step: get a suitable absence management system matched for free
You can freely compare absence software on OptioHR or go a step further and get matched directly. Below, we list the concrete next steps.
Frequently Asked Questions
What should you look for when choosing an absence management system?
Pay attention to eight core points: (1) functionality that fits your absence process, (2) WVP-compliant process control and alerts, (3) security and GDPR compliance (ISO 27001, NEN 7510), (4) integrations with HRIS, payroll, and occupational health service, (5) ease of use for all stakeholders, (6) reporting and absence analysis, (7) implementation and support, and (8) costs in relation to functionality. Always start with a requirements package (must/should/could) and test suppliers against it via a demo.
Must an absence management system comply with the Wet Verbetering Poortwachter?
Yes. The Wet Verbetering Poortwachter (Gatekeeper Improvement Act) obliges employers to continue paying wages for at least 104 weeks (two years) in case of illness and to actively work on reintegration, with fixed steps such as a problem analysis around week 6 and a plan of action in week 8. A good absence management system supports these process steps and provides automatic alerts for legal deadlines, so you don't risk a wage sanction from the UWV.
What data can you register in an absence management system under the GDPR?
You may not register the nature and cause of the illness — medical data such as diagnoses, complaints, or the cause of absence are prohibited. You may record the expected duration of the absence, whether it is work-related, whether it falls under a safety net scheme, and what work adjustments are needed. Therefore, choose software that enforces these GDPR boundaries and shields sensitive data.
What does an absence management system cost and does it outweigh the costs of absence?
The price depends on the number of employees, functionalities, integrations, and support; always request a quote based on your requirements package. Compare these costs against the costs of absence itself: a sick employee costs an employer an average of 250 to 400 euros per day in continued wage payment, replacement, and productivity loss. Software that helps reduce or shorten absence often quickly pays for itself.
What does the step-by-step selection process for absence management software look like?
In six steps: (1) map out your absence process and stakeholders, (2) draw up a requirements package with must/should/could criteria, (3) create a longlist and check compliance (GDPR, ISO 27001, NEN 7510), (4) request demos and test with your own scenarios, (5) compare price, integrations, and support, and (6) decide, implement, and evaluate after a few months. Independent matching can speed up steps 3 and 4.
