Employee View: Reporting a Sick Day

Employees can report sick leave directly from the KiDig dashboard or the day view. Here is how it works:

  1. Open the sick report. Click the "Report Sick" button on the dashboard or navigate to the relevant day.
  2. Select dates. Choose the start date and, if known, the end date. You can also report a single day.
  3. Set flags as applicable:
    • Doctor's note (AU): Indicates that a medical certificate has been or will be provided. This changes the keyword from "Sick" to "Sick with certificate."
    • Child sick: The absence is due to a sick child, not the employee's own illness. This counts against the child-sick allowance instead of regular sick leave.
    • Follow-up report: Extends an existing sick period without creating a separate entry.
    • Rehabilitation (Reha/Kur): The absence is for a medically prescribed rehabilitation programme.
  4. Submit. The sick days are immediately recorded in the calendar.

How Sick Days Appear in the Calendar

  • Sick days are colour-coded in the calendar view, making them easy to distinguish from regular workdays, vacation, and other absence types.
  • Each sick day shows the relevant keyword (Sick, Sick with AU, Child Sick, or Rehabilitation).
  • Multi-day sick periods appear as a connected range.

Impact on Time Calculation

When a day is marked as sick:

  • The employee's daily target hours are credited automatically. No undertime accrues.
  • Any manually entered time intervals are overridden by the sick keyword.
  • Break deductions do not apply since no working time is recorded.
  • The monthly and annual balances reflect sick days as neutral -- they neither add to nor subtract from the time balance.

Admin Sick Note Management

Facility managers and admins have additional capabilities:

  • View all sick notes for any employee across the current year.
  • Edit or remove sick entries if corrections are needed (e.g., an employee returns earlier than reported).
  • Track sick note certificates. The admin dashboard highlights employees whose sick period requires a doctor's note (typically after 3 consecutive days, though employer policies vary).
  • Sick note history. KiDig maintains a yearly record of all sick notes, including start and end dates and whether a certificate was provided.

Things to Keep in Mind

  • Sick days reported by the employee are effective immediately -- no approval workflow is needed, unlike vacation requests.
  • If an employee falls sick during an approved vacation, the admin can convert the vacation days to sick days. This restores the vacation entitlement for those days.
  • Child-sick days have a separate annual allowance (typically 10 days per child under TVöD). KiDig tracks this automatically.