As a manager, you will have situations when team members call in sick. How you handle this in Deputy may depend on the scenario in your workplace:
For team members not entitled to sick leave:
- a team member is sick and can't work a near future shift
- a team member needs to go home during a shift because they are sick
Team members with sick leave entitlements:
- a team member advises they need to take sick leave in advance eg. for a planned doctors appointment
- a team member calls in sick on the day of the shift
- a team member needs to go home during a shift because they are sick
For team members not entitled to sick leave:
A casual worker, who may not be entitled to sick leave, will still affect the schedule if they can't work due to illness.
Team member is sick and can't work tomorrow's shift
- A sick team member that can't work an upcoming shift can log in to their Deputy account and Swap or Offer their shift to other team members.
- If the team member has notified their manager directly they are sick and can't access Deputy themselves then the manager can log in to Deputy and find a replacement for the upcoming shift.
Team member needs to leave work during a shift because they are sick
- A team member that needs to go home early because they are sick just needs to clock off when they are leaving so their timesheet reflects the time worked. If they are unable to access Deputy then a manager can amend the timesheet for them before approving it on the Deputy website or the manager's mobile.
- If the manager decides that they need another worker to come in to cover the shift of a team member who has gone home sick, they can create an open shift and invite other team members to claim it.
- If the manager knows someone is on their way to cover to shift but hasn't had time to create a shift on the schedule for them yet, the fill in team member can just start an unscheduled shift.
Team members with sick leave entitlements:
Team members who are entitled to sick leave can submit it via Deputy and the manager who approves it can find a replacement at the same time.
Team member advises they need to take sick leave next week for a planned doctor's appointment when they usually would be working
- Team member submits a leave request for the period they need to take as sick leave and assigns it to a manager for approval
- Manager approves the leave and Deputy will let the manager know that the team member was scheduled for shifts. The manager is given the option to make the shifts open for others to claim. Alternatively, the manager might like to make the shifts empty and then go to the Schedule and choose the team member they'd like to allocate the empty shifts.
Team member calls in sick on the day of the shift
- A team member that calls in sick on the day of the scheduled shift can either submit sick leave as described above and then the manager can make the shift open as they approve the leave so that others may claim it.
- If the team member is too sick to access Deputy then the manager can change the sick worker's shift to an open shift and invite other team members to claim it. The manager can enter the leave on behalf of the team member (or the team member can submit the leave when recovered, depending on your organisational requirements.)
- If the manager knows someone else is on their way to cover to sick team member's shift but the manager hasn't had time to change the shift to open or create a shift on the schedule for them yet, the fill-in team member can just start an unscheduled shift too.
Team member needs to leave work during a shift because they are sick
- A team member that needs to go home early because they are sick just needs to clock off when they are leaving so their timesheet reflects the time worked. If they are unable to access Deputy then a manager can amend the timesheet for them before approving it on the Deputy website or the manager's mobile. The manager can also submit a timesheet on the sick team member's behalf to account for the sick leave hours taken.
In the example below, the team member signed on to work at 9:18 but had to go home sick at 9:36 so they clocked out and the manager has submitted a timesheet for sick leave for the remainder fo the team member's shift. - If the manager decides that they need another worker to come in to cover the shift of a team member who has gone home sick, they can create an open shift and invite other team members to claim it.
Read more about Leave management.