What is absenteeism software? (the definition)
The core of absenteeism software consists of three functions: registering (recording who is sick or recovered), managing (building the absenteeism file and monitoring legal steps), and analyzing (reporting on absenteeism percentage, notification frequency, and trends). This makes it more than a digital logbook: it actively drives legal obligations and absenteeism costs.
That absenteeism is a serious issue is evident from CBS figures. Employee absenteeism was 5.8 percent in the first quarter of 2025, compared to 5.5 percent in the first quarter of 2024 [1]. In the fourth quarter of 2024, it was 5.4 percent [2]. With such percentages, every percentage point of absenteeism weighs heavily financially — which is why organizations increasingly manage absenteeism with dedicated software.
Inzicht
Think of absenteeism software as the operating system for your absenteeism policy: one reliable source where notifications, files, legal deadlines, and absenteeism figures converge, so no one misses a deadline and you base decisions on facts instead of gut feeling.
Absenteeism software vs. absenteeism registration in Excel
Many smaller organizations still track absenteeism in Excel or a shared calendar. This works to some extent but has three structural weaknesses: there is no automatic monitoring of legal deadlines, the overview is fragmented across multiple files, and calculating absenteeism figures requires manual work and is prone to errors.
Absenteeism software solves this. The system automatically calculates the absenteeism percentage and notification frequency, signals deadlines from the Gatekeeper Improvement Act before they expire, and logs every action in an auditable file. With a handful of employees, Excel is still manageable; as soon as the workforce grows or absenteeism increases, manual registration becomes a risk.
| Aspect | Absenteeism registration in Excel | Absenteeism software |
|---|---|---|
| Gatekeeper deadline monitoring | Manual, error-prone | Automatic signals and tasks |
| Absenteeism figures | Calculate yourself | Automatically calculated |
| Central file | Fragmented across files | One file per employee |
| HR/occupational health service collaboration | Email and separate documents | Shared, rights-managed environment |
| GDPR and access rights | Difficult to secure | Roles and access rights built-in |
Standalone absenteeism software vs. absenteeism module in an HRIS
There are roughly two types. Standalone absenteeism software specializes in the entire absenteeism and reintegration process, with in-depth Gatekeeper monitoring, case management, and links to the occupational health service. An absenteeism module within an HRIS (a broader HR system) is one component alongside personnel files, leave, time registration, and payroll.
The choice depends on your needs. If you primarily need in-depth absenteeism guidance and strict Gatekeeper monitoring, standalone absenteeism software may be suitable. If you want everything in one platform with self-service and data entered only once, then choose an HRIS with a strong absenteeism module. Those who want to weigh both sides can neutrally compare all HR software categories on OptioHR and then focus specifically on absenteeism.
What does absenteeism software do? The core functions
Registering sick and recovery notifications
The basis is recording sick and recovery notifications. A manager or employee reports the absenteeism, the system registers the date and time, and automatically starts the corresponding file. From that moment, the absenteeism clock starts, and the software links every follow-up action to the right person. Upon recovery, you close the notification, after which the system updates the absenteeism duration and figures.
Gatekeeper Improvement Act monitoring and signaling
The heart of absenteeism software is the monitoring of the Gatekeeper Improvement Act. This law prescribes a fixed step-by-step plan with deadlines, from problem analysis and plan of action to the first-year evaluation and the reintegration report. The software signals each deadline on time, prepares tasks for the correct role, and tracks whether actions have been performed. This way, you don't miss a deadline — precisely where things often go wrong with long-term absenteeism.
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The Gatekeeper Improvement Act obliges employers to continue paying at least 70% of the salary for two years of sick leave [3]. For an employee with a monthly salary of 3,000 euros who is sick for three months, you already pay at least 6,300 euros [3]. Insufficient reintegration efforts can also lead to a wage sanction from the UWV, requiring you to continue paying salary for a third year [4].
Absenteeism file and collaboration
For each employee, the software builds an absenteeism file where all steps, agreements, and documents come together. Crucially, multiple roles work in the same file, each with their own access rights:
Because everyone works in one environment, you prevent separate email exchanges and no information gets lost.
Reporting and absenteeism analysis
Because all notifications are centralized, the software automatically calculates the most important key figures: the absenteeism percentage, the notification frequency, and their development over time. This allows you to see trends — for example, a department with increasing short-term absenteeism — and benchmark against sector and industry figures. For context: in the first quarter of 2025, absenteeism was highest at 8.1 percent in the health and welfare sector, with nursing, care, and home care leading at 9.7 percent; hospitality was lowest at 3.4 percent [1].
Links with HR system, payroll, and occupational health service
Absenteeism software rarely stands alone. The most important links are those with the HR system or personnel system (so employee data is not entered twice), with payroll (so continued wage payment during illness proceeds correctly), and with the occupational health service or company doctor (so consultations, feedback, and advice land directly in the file). Good integrations determine in practice how much time you truly save.
Why absenteeism software? The benefits (with figures)
Control over absenteeism costs
Absenteeism is expensive. Sick leave costs Dutch employers an average of between 2,500 and 4,500 euros per employee per year [3]. A commonly used rule of thumb is that a sick employee costs approximately 250 to 400 euros per day — including continued wage payment, replacement, absenteeism guidance, and loss of productivity; in some publications (based on TNO figures, among others), an average of about 405 euros per day emerges [4]. For long-term absenteeism, this averages around 400 euros per day per employee [5]. Faster and more targeted intervention via absenteeism software directly translates into lower costs.
Cijfer
Employees with psychological complaints are absent for an average of 63 days [5]. At a frequently cited rule of thumb of approximately 400 euros per day [4][5], one such long-term case quickly runs into tens of thousands of euros — illustrating why early signaling and strict guidance pay off.
Compliance and reduced risk of a UWV wage sanction
The second benefit is compliance. The Gatekeeper Improvement Act has strict deadlines, and failure or insufficient compliance with these obligations can lead to a wage sanction, requiring you to continue paying salary for a third year [4]. Absenteeism software automatically monitors the steps and deadlines and keeps the file complete and demonstrably in order. It is precisely this file that the UWV assesses in cases of long-term absenteeism — a complete, timely compiled file significantly reduces the risk of a sanction.
Time savings and central insight
The third benefit is time savings. Automatic signals, pre-set tasks, and a central file take a lot of manual work off your hands. HR no longer has to keep track of deadlines in calendars, managers immediately see what is expected of them, and reports are ready with one click. The result is less administrative burden and better-informed decisions.
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Pay attention to GDPR. An employer may not record the nature of the illness or medical data — that remains reserved for the company doctor. In the absenteeism file, you *do* record that and how long someone is sick and what agreements have been made about reintegration, but no diagnosis or medical details. Choose absenteeism software that supports this role separation and access rights and, if in doubt, consult the guidelines of the Dutch Data Protection Authority.
For whom is absenteeism software suitable? (SME to enterprise)
The sector also plays a role. In branches with structurally higher absenteeism, such as healthcare, strong absenteeism software weighs more heavily than in sectors with traditionally low absenteeism, such as hospitality [1].
What does absenteeism software cost? (indication and ROI)
More important than the price is the return on investment (ROI). Compared to absenteeism costs averaging 2,500 to 4,500 euros per employee per year [3] and a rule of thumb of 250 to 400 euros per absenteeism day [4], software that helps shorten long-term absenteeism or helps prevent a wage sanction only needs to prove itself minimally to pay for itself. One prevented third year of continued wage payment [4] generally far outweighs the annual software costs.
Tip
Calculate your business case before you start selecting. With OptioHR's [calculate the ROI of absenteeism software](/gratis-roi-calculator) tool, you enter your number of employees and absenteeism percentage and see what absenteeism currently costs you and what you can realistically save — a neutral starting point for any discussion with suppliers.
How do you choose the right absenteeism software? (5 steps)
Those who want to speed up these steps can specifically compare and match absenteeism software on OptioHR based on their own situation, instead of going through all suppliers themselves.
Conclusion: from understanding to the right choice
Frequently asked questions about absenteeism software
What is absenteeism software in short?
Absenteeism software is a digital system that allows you to register, manage, and analyze sick leave in one central place. It replaces separate Excel files and manual processes, automatically monitors the steps of the Gatekeeper Improvement Act, and provides HR, managers, and the occupational health service with insight into absenteeism trends — so you can act faster, remain compliant, and keep a grip on absenteeism costs.
What exactly does absenteeism software do?
Absenteeism software records sick and recovery notifications, builds an absenteeism file for each employee, signals the legal tasks and deadlines related to the Gatekeeper Improvement Act, supports collaboration between HR, manager, case manager, and company doctor, and generates reports on absenteeism percentage, notification frequency, and trends. Many packages also link with your HR system, payroll, and occupational health service.
Does absenteeism software help with the Gatekeeper Improvement Act?
Yes. The Gatekeeper Improvement Act obliges employers to continue paying at least 70% of the salary for two years of sick leave [3] and to follow a meticulous step-by-step plan with a complete absenteeism file. Absenteeism software automatically monitors these steps and deadlines and keeps the file in order, which reduces the risk of a UWV wage sanction — an additional, third year of continued wage payment [4].
What does sick leave cost an employer?
Absenteeism is expensive: a commonly used rule of thumb is that a sick employee costs approximately 250 to 400 euros per day, including continued wage payment, replacement, absenteeism guidance, and loss of productivity [4]. For long-term absenteeism, this increases to an average of about 400 euros per day per employee [5]. Annually, sick leave costs Dutch employers an average of between 2,500 and 4,500 euros per employee [3]. It is precisely these costs that make control via absenteeism software financially attractive.
What is the difference between absenteeism software and an HR system?
Absenteeism software specializes in the entire absenteeism and reintegration process, while an HR system (HRIS) is a broader platform where absenteeism is often one module alongside personnel files, leave, and payroll. If you primarily need in-depth absenteeism guidance and Gatekeeper monitoring, standalone absenteeism software may be suitable; if you want everything in one platform, choose an HRIS with a strong absenteeism module.
For which organizations is absenteeism software suitable?
Absenteeism software is suitable for organizations of almost any size that want to manage sick leave legally and efficiently. For smaller SMEs, a light solution or an absenteeism module in the HR system is often sufficient; larger organizations with higher or more complex absenteeism benefit from extensive reporting, case management, and links with the occupational health service.
