Absence and Leave Management Software
Streamline your workforce management with Kelio’s comprehensive absence management software.
Our intelligent solution eliminates manual processes, ensures regulatory compliance, and gives HR departments the tools they need to transform time-consuming absence tasks into strategic opportunities.
Record staff leave and absences accurately
Staff are absent from work for many reasons including sickness, workplace accidents, occupational illness, maternity, on-site assignment, external assignment, family issues, medical appointment, holiday time, etc. and the process must be meticulously managed.
Whatever the reason, each absence requires particular control and monitoring. These can include, but are not limited to, specific hours, working, business or calendar days, the duration of absence, return to work conditions, supporting documentation, and so on...
The Kelio solution encompasses all collective agreements and practices in place within individual organisations. It records absences accurately and verifies calculations.
All data in presented in a format that is easy for processing by payroll and incorporation in your manadatory declaration.
With our absence management software handling all absence types in one system, you gain centralised control while adapting to your organisation’s specific needs and policies.
Did you know? The most common challenge for HR departments isn’t just tracking absences — it’s connecting that data with payroll, planning, and compliance requirements. Integrated systems like Kelio solve this complex challenge.
When we take into account all the different possibilities for part time and absence days, there’s a lot of data we need to program in. Kelio really makes day-to-day HR management a breeze!
Digitised leave and absence requests
With the Kelio software solution, absence management requests can be decentralised for greater efficiency and allows for:
- Recording of individual employees' needs
- Validating workflows
- Inclusion of regulatory and organisational checks and controls
- Full visibility of all results together with the impact on schedules
Staff and managers can all engage in the process so the HR department does not have to spend time duplicating data input, which can result in errors.
For staff, the interface can be used for:
- Submission of online requests via touchscreen terminals, their workstation, web-enabled tablet or smartphone
- Viewing leave balances before submitting a request
- Being aware of absent employees in their department or work group
- Receiving notifications of approval or any changes to their request
For managers, the application can be used for:
- Monitoring and processing absence requests from their teams
- Viewing leave schedules for their team and any absenteeism trends
- Treating absence requests fairly, consistent with workload targets and schedules
- Being kept informed in real-time of any unforeseen absence so they can respond immediately
Modern leave management software should adapt to how your team works, not force them to adapt to the software.
Remember: Self-service absence management doesn’t mean losing control. In fact, it creates better oversight by making information more accessible while eliminating the data bottlenecks that plague manual systems.
Customisable validation workflows
To manage leave requests effectively requires validation pathways specific to your organisation. With Kelio you can:
- Manage one or more tiered validation levels sequentially or in parallel
- Manage different validation pathways depending on the reasons for absence
- Define substitute validators manually or automatically to avoid blocking the validation pathway should supervisors be absent
- Carry out validations either individually or in groups
Your absence management software should match your business processes, not force you to change them — Kelio’s flexible validation adapts to your organisation.
Real-time monitoring and integration
Managers have full visibility in real-time of collective absence planning and their rights with Kelio.
Kelio synchronises all leave and absence events with Microsoft Outlook®, Google Calendar® and Lotus Notes® calendars so it integrates seamlessly within your IT system. It’s the perfect solution for ensuring shared calendars reflect each individual’s availability in real time.
The Kelio Planning module also allows full synchronisation. You can identify the various leave requests that have been validated or are pending validation or deletion in graphical form in your planning grids. To allow you to adjust your staffing levels in real time, you can also view the number of absent employees by day, by reason for absence and, if relevant, by work post.
Remember: Decision-making improves dramatically when absence information is available in real-time and integrated with your existing systems.
All your data can be sent directly to payroll
The Kelio software is compatible with over 150 payroll applications, so you can input absence events automatically without having to re-input data so there is no risk of errors in production of pay slips or synchronisation of mandatory declarations. The integrated reporting functions offered by Kelio can produce individual and collective leave statistics for decision-making purposes.
It’s never been easier to produce leave breakdown summaries by reason of absence, employee or department.
Remember: The connection between absence data and payroll is critical — manual transfer creates errors that cost both time and money.
Managing external assignments
If an employee leaves the company premises to perform an external assignment, it’s important that the absence is logged without being deducted from the working time. Similarly, if staff take hours off for relevant activities, they must be identified and counted as working time and not processed as absences. You can regulate these practices using the various options provided by the Kelio solution.
The self-service page allows staff to declare external assignments or clock directly on touchscreen terminals within the organisation. These mechanisms support staff by giving them accurate information about their accounts and allowances. They also enable the organisation to comply fully with its responsibilities in the event of any incidents that might occur during an assignment.
Automate absence tracking and reduce administrative burden
Problem:
Manual absence tracking consumes valuable HR time, creates data inconsistencies, and generates frequent errors.
Solution:
Kelio’s absence management software automates the entire process from request to approval to payroll integration.
Our software transforms absence management by:
- Replacing paper forms and spreadsheets with digital workflows
- Creating a single source of truth for all absence data
- Automating calculations based on your specific policies
- Eliminating duplicate data entry across systems
The impact on your HR team is immediate and significant:
- Less time spent on routine administrative tasks
- Fewer questions from employees about leave balances
- Reduced errors in absence recording and calculations
- More time for strategic initiatives and employee support
Your organisation will benefit from consistent policy application, better resource planning, and improved employee experience.
Experience automation with Kelio — request a free consultation
Ensure effortless compliance with labour laws
Problem:
Labour regulations around employee leave are complex and constantly evolving, creating compliance risks.
Solution:
Kelio’s absence management software has compliance built into its core functionality.
Our system helps you maintain compliance by:
- Structuring leave types according to current regulations
- Creating an audit trail of all absence-related decisions
- Enforcing required documentation and approval processes
- Generating the reports needed for regulatory requirements
With Kelio handling your absence management compliance, you can:
- Respond confidently to audits with complete, accurate records
- Apply policies consistently across your organisation
- Adjust quickly when regulations change
- Reduce the risk of non-compliance penalties
Proper absence documentation isn’t just good practice—it’s essential protection against potential disputes and regulatory issues.
Why choose Kelio for my absence management?
- It allows full decentralisation of leave requests
- You can view estimated leave balances
- It calculates leave allowances automatically
- Managers can validate leave requests, individually and in group mode
- It provides overall absence visibility within a department in real time
- Management of validation workflows is greatly simplified
- Absenteeism data can be easily transferred to payroll and mandatory declarations
Did you know? The right absence management software doesn’t just track time off. It provides valuable workforce analytics that help identify absence patterns, enabling proactive solutions before they impact productivity.
Join numerous organisations already benefiting from Kelio’s absence management software!
Over 20,000 customers worldwide trust Kelio to manage their workforce effectively. Our absence management software is designed and manufactured in-house, ensuring the highest quality and reliability.
With ISO certification and decades of experience, Kelio delivers absence management solutions that adapt to your growing business needs.
See also
Frequently asked questions
What is absence management software and how does it work?
Absence management software centralises all leave-related processes in a single system. Kelio’s solution replaces fragmented spreadsheets and paper forms with digital workflows that connect requests, approvals, documentation, and payroll integration.
How can leave management software help reduce administrative workload?
By digitising and automating the entire absence process, Kelio eliminates repetitive manual tasks like data entry, calculating entitlements, chasing approvals, and transferring information between systems.
Does Kelio’s absence management software integrate with payroll systems?
Yes, Kelio connects with over 150 payroll applications, automatically transferring accurate absence data without requiring duplicate entry.
How does absence management software ensure compliance with labour laws?
Kelio structures absence types according to regulations, maintains complete documentation, creates audit trails, and generates required compliance reports. It reduces your administrative burden while improving accuracy.
Is absence management software suitable for remote and hybrid work environments?
Absolutely! Kelio’s absence management software is ideal for today’s flexible work arrangements. It allows people to submit and track leave requests from anywhere, while giving managers complete visibility of team availability regardless of location.