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Sick Leave Tracking
Stop losing track of sickness absence. Record every sick day, see who's off at a glance, and keep the records you need for SSP calculations — all alongside your other absence management.
One person's sick days, kept for you
Create a custom sick leave type with its own colour, icon, and optional allowance. Every absence is logged against the employee's record — giving you a reliable history for absence management and payroll.
Sick days stand out in a distinct colour so managers can spot absence patterns at a glance without trawling through records.
Set a limit on paid sick days per employee or leave it unlimited — your policy, your rules. Different employees can have different allowances.
Every sick day is logged with dates and duration, and can be exported via CSV for payroll.
The Bradford Factor formula (S × S × D) highlights when frequent short absences are more disruptive than a single longer one. TimeTally works out each person's score from your records, and our free calculator lets you try one by hand, to identify employees who may need support.
4 absences, 10 days
4 × 4 × 10 = 160
1 absence, 10 days
1 × 1 × 10 = 10
4 absences of 10 days total score 160 — the same 10 days in one stretch score just 10. TimeTally gives you the data to calculate this accurately.
Every employee's sick leave record — dates, number of instances, and total days — is stored and exportable so you can run scores whenever you need them.
Regular absence monitoring means you can have return-to-work conversations early rather than waiting until a problem is serious.
The team calendar shows all sick leave alongside annual leave, TOIL, and every other absence type. Managers can instantly see who is off sick today, plan cover, and make informed decisions about workload.
See which employees are off sick this week across your organisation, on the manager's dashboard, as soon as their sick days are recorded.
Sick leave, annual leave, and custom types all visible on one calendar so you never lose track of who is available.
Quickly identify staffing gaps when multiple people are off sick and arrange cover before it affects operations.
Statutory Sick Pay requires accurate records of when sickness started and how long it lasted. TimeTally keeps the dates you need — when each sickness started, how long it lasted, and running totals per employee.
Since 6 April 2026, SSP is payable from the first full day off sick, with no waiting days. Accurate start dates show exactly which days count.
Employees need a fit note after 7 days of sickness. Accurate date records mean you always know when to chase missing documentation.
SSP is payable for up to 28 weeks. Running sick leave records help you track employees approaching the limit.
Leave analytics → Export CSV → Every day off
| Date | Weekday | Employee | Leave type | Paid | Status |
|---|---|---|---|---|---|
| 2026-10-19 | Monday | Priya Shah | Sick Leave | Paid | approved |
| 2026-10-20 | Tuesday | Priya Shah | Sick Leave | Paid | approved |
| 2026-10-21 | Wednesday | Priya Shah | Sick Leave | Paid | approved |
One row for every day off. TimeTally keeps the dates; it doesn't work out SSP or hold fit notes. For the amount, use the free statutory sick pay calculator.
Not all sickness is the same. TimeTally lets you create separate leave types for each category — with their own colours, allowances, and records.
Track individual sick days and short spells with a dedicated leave type. Colour-coded on the calendar so managers can see absence frequency at a glance.
Log extended sick leave separately from short-term absence. Keeps your records clean for SSP tracking and for planning their return.
Create a separate type for medical appointments so they're tracked correctly — not lumped in with sickness or taken from holiday.
Track statutory maternity and paternity leave separately with correct entitlement periods and return-to-work dates logged in one place.
Log compassionate leave as its own type with its own allowance, and the note on each request, handled sensitively and separate from other absence types.
Managers can record sick leave from anywhere using the iPhone or Android app. No need to be at a desk to log an absence when an employee calls in.
Track statutory and contractual holiday entitlement, carry-over, and pro-rata calculations.
Record every sick day and see each person's Bradford Factor score, worked out for you.
Accrue, request, and track time off in lieu earned from overtime.
Create custom leave types for compassionate, bereavement, and other special circumstances.
Track maternity and paternity leave alongside regular annual leave, and add shared parental leave as a type of your own.
Any custom leave type you need — configured with its own name, colour, entitlement, and paid or unpaid.
Sick days sit in the same system as holidays, so one place answers every leave question.
Employees see their current balance and their projected future balance — accounting for leave already booked but not yet taken. Optionally let staff see who else in their department has booked time off, so they can plan around colleagues. Managers can manually adjust any employee's balance at any time — ideal when setting up mid-year from a previous system.
Pick the accrual method that fits each employee: upfront (full entitlement from day one), monthly accrual (earned gradually each month), daily accrual (builds day by day), or hours worked (earned per hour worked at a rate you set, 12.07% by default). All calculations are handled automatically — no spreadsheets needed.
TimeTally comes with annual leave, sick leave, maternity, paternity and bank holidays set up. Need something else, like compassionate leave? Create unlimited custom leave types with any name. For each type you control: whether it's paid or unpaid, whether it deducts from the annual leave balance or has its own separate pot, and who it's turned off for.
Decide exactly what happens at year end: toggle carryover on or off, set a maximum number of days that can carry, and optionally add an expiry date so carried-over days must be used within e.g. 3 months. You can also allow employees to book leave before they've earned it (negative balance), with an optional cap to limit exposure.
Set each employee's contracted hours per day of the week (or use a company default). TimeTally uses this to deduct the right amount of leave — a half-day Tuesday only costs half a Tuesday's hours — and to pay the correct amount for each day taken. Pro-rata entitlements for new starters and leavers are worked out from the start and leaving dates you enter.
Employees can request leave in hours, half days, or full days from the app or website — no training required. Managers can book leave on behalf of any employee. Public holidays are added automatically for the country you choose. Set a custom leave year start date (e.g. 7th April) and balances reset automatically. Easy to set up even when migrating from another system mid-year.
Managers can approve any leave request in one tap. Rejections include an optional reason so employees know why, and they can send a new request. Employees can also ask to change or cancel approved leave, and you approve or turn it down. Any booked leave can be deleted if plans change, and the days go back on the balance. Every request stays on the person's leave history.
Leave sits in the main team calendar alongside timesheets and rota shifts — one view of the whole business. If you use time tracking, overtime converts to TOIL automatically at a rate you define. Leave analytics give managers a clear picture of absence patterns, entitlement usage, and remaining balances across the whole team.
Real reviews from TimeTally customers
TimeTally has been excellent for our business… The system has saved us a significant amount of administration time.
Jordan IngoeCLI ManchesterSetup was dead simple and the team just got on with it. Got everyone up and running in an afternoon with no help needed. Does everything we need for timesheets and holidays without the faff.
Has completely changed how I handle timesheets. Used to dread it every week — now it takes me minutes. Really easy to get around and my staff picked it up straight away.
Started using it just for rotas but quickly realised it does loads more. The timesheets and leave management are great, and it even handles TOIL and overtime which I wasn't expecting. Use it for everything now.
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UK sick leave law is more detailed than most managers realise. Here's what the rules actually say.
Employees can self-certify for up to 7 calendar days of sick leave. No medical evidence is required during this period. Employers can ask for a self-certification statement but cannot require a GP note until day 8.
From day 8, a fit note is required. Since 2022, fit notes can be issued not only by GPs but also by nurses, physiotherapists, and occupational therapists — broadening access and reducing GP appointment pressure.
A return-to-work interview after any absence is widely regarded as best practice. It helps identify absence patterns, support needs, or underlying issues early. This is a supportive step — not a disciplinary one.
A GP may recommend a phased return with reduced hours or modified duties. Employers should accommodate this where reasonable. Any phased return arrangement should have an agreed end date and a clear review plan.
Many employers use the Bradford Factor or simple occurrence thresholds to trigger a formal absence review. Trigger points must be applied consistently across the workforce to avoid discrimination claims under the Equality Act 2010.
Pregnancy-related sick leave must be recorded separately from other sickness absence. It cannot be used to justify dismissal or disciplinary action. Employees have special protection under the Equality Act 2010 during pregnancy and maternity.
Employers can refer an employee to occupational health once absence becomes significant. The OH report advises on fitness for work, reasonable adjustments, and likely return date. Employees are entitled to request a copy of their OH report.
After extended absence, employers must consider reasonable adjustments before moving toward dismissal. Long-term absence is managed through a capability procedure — not a misconduct procedure — and dismissal is a last resort.
Tools and guides to help you manage sickness absence and stay on top of UK employer obligations.
Score employee absence patterns to identify where frequent short-term sickness is having the most impact.
Calculate nowWork out SSP amounts, the daily rate, and the 28-week limit for employees on sick leave.
Calculate nowSee how TimeTally handles all types of absence — sick leave, annual leave, TOIL, and more — in one platform.
Learn moreTimeTally lets you create a custom 'Sick Leave' type with its own colour, icon, and optional allowance. When an employee is off sick, their manager records it against this leave type. All sick days appear on the team calendar and are tracked against the employee's record, giving you a complete history of sickness absence.
No. TimeTally tracks sick leave days accurately so you have the records needed for SSP calculations. For SSP rate calculations, use our free statutory sick pay calculator. You can also export sick leave data via CSV, and paid leave goes to Xero or QuickBooks in the payroll journal for your payroll processing.
The Bradford Factor is a formula (S x S x D) that highlights the impact of frequent short absences versus fewer longer ones. TimeTally works out a Bradford Factor score for each employee from the sickness and absence you record, in its leave reports, and you can export the scores to a spreadsheet. Booked holiday is never scored.
Yes. When you create your sick leave type in TimeTally, you can set an optional allowance (e.g. 10 paid sick days per year) or leave it unlimited. It's entirely up to your company policy. You can also set different allowances for different employees.
Managers can record sick leave directly on behalf of an employee, or employees can submit their own sick leave requests through the system. Either way, the absence is logged with dates, and the team calendar shows it so managers can see who is off.
Absolutely. TimeTally lets you create unlimited custom leave types, so you could have separate types for short-term sickness, long-term sickness, medical appointments, or any other category your business needs. Each type has its own colour coding on the team calendar.
Yes. All sick leave records can be exported via CSV for payroll, with one row for every day off. Paid leave also goes into the payroll journal TimeTally sends to Xero and QuickBooks, so your payroll has the days without retyping them.
Yes. Sick leave and holiday are tracked completely separately with their own balances, but they share the same team calendar view. You can see all absence types — sick leave, annual leave, TOIL, and more — in one place.
Still have a question? See all FAQs
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