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Request and approval digital
Leave requests and sick notes captured by employees themselves with substitution proposal. Team leads see conflicts and approve in one click, on mobile or desktop.
Leave and sickness management: digital, with substitution and capacity.
With teamspace you manage leave requests, sick notes and absences digitally, with approval workflow, substitution logic and direct effect on capacity planning. End of Excel lists and forgotten substitutions. Part of HR software in teamspace, no module surcharge.
What leave and sickness management delivers
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Substitution and handover
Per absence the substitute is defined with handover notes. Substitution workflow in service desk and projects accounted for automatically.
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Effect on capacity
Absences flow directly into capacity planning. Bottlenecks visible early, forecast and capacities stay daily-fresh.
How absences are managed in teamspace
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Submit leave request
Employees submit leave requests on mobile or browser, with date, days, substitution proposal and handover note.
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Conflict check
System checks for conflicts: other absences in the team, critical project phases, SLA contracts without backup. Team leads see status.
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Approval in one click
Team leads approve or decline on mobile or desktop. Escalation to HR on conflicts or special cases.
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Sick note digital
Employees capture sick notes themselves, with expected duration. Sick certificate as photo upload or via electronic AU.
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Capacity planning updated
Absences appear in team calendar and capacity planning. Substitution workflow runs automatically in service desk and projects.
Capabilities of leave and sickness management at a glance
Leave management
- Leave request on mobile or desktop
- Substitution proposal with conflict check
- Approval workflow with escalation
- Remaining leave and carry-over automatic
- Special leave and educational leave configurable
Sickness and absence
- Sick note digital, on mobile
- Sick certificate as upload or electronic AU
- Follow-on sick leave with extension
- Other absences (training, parental leave, rehab)
- Reintegration with reduced hours
Integration
- Team calendar with absence overview
- Capacity planning with current capacity
- Substitution workflow in service desk
- Payroll preparation with DATEV handover
- Mobile app for on the go
What digital leave and sickness management delivers
Leave and sickness management in HR work often sounds like Excel tables and paper requests. In growing service firms with distributed teams, multiple locations and substitution requirements it quickly becomes a friction point. Forgotten requests, unclear substitutions, bottlenecks in critical project phases, an Excel battle for payroll preparation at year-end.
teamspace digitalises the entire workflow: request on mobile, conflict check automatic, approval in one click, substitution accounted for in service desk and projects, capacity planning daily-fresh, payroll preparation with DATEV export.
Request and approval on mobile
The workflow for staff shouldn’t get in the way: request on mobile via app or in browser, date, days, substitution proposal, handover note, remaining leave shown automatically, conflict hints (other absences, project phases) immediately visible, request submitted in 30 seconds. Team leads receive a push notification and approve on mobile with one click.
Substitution with handover logic
Substitutions are often the biggest weak point in absences. teamspace addresses this with substitution proposal at request, with acceptance by the substitute, handover note with hints for the substitute, service desk tickets automatically assigned to the substitute, project tasks appear in the substitution view, reminders rerouted, escalation path on special cases. Operational business stays steerable also in leave times.
Sickness and electronic AU
Sick notes follow the digital workflow: sick note on mobile with expected duration, sick certificate as photo upload or via electronic AU (eAU), follow-on sick leave with extension, reintegration with reduced hours as workflow, substitution automatically active, payroll preparation with continued pay, AU days, sick pay. So the morning call and manual entry in Excel disappear.
Effect on capacity planning
Absences reduce capacity. teamspace links HR and capacity planning: team calendar with all absences, capacity view with current capacity, forecast adjusted for leave peaks, bottleneck detection early with escalation path, practice and location view for leadership. So leadership sees in summer in time whether bottlenecks are coming, instead of finding out in August at the first customer escalation call.
DATEV export for payroll preparation
Approved absences flow into payroll preparation: DATEV export in standard format (LODAS, LuG), Lexware and Sage via standard connectors, sick pay, continued pay, special payments correctly assigned, audit trail on all corrections. So manual payroll preparation at month-end disappears.
Made in Germany, GDPR compliant
Personnel data is particularly GDPR-sensitive. Hosting in Frankfurt am Main, ISO 27001 certified, need-to-know permissions per record, contracting party 5 POINT AG under German contract law.
In the 15-minute requirements check we walk through leave and sickness management on a sample workflow.
Frequently asked questions about leave and sickness management
How does the leave request work in teamspace?
Employees submit requests on mobile or browser, with date, days, substitution proposal and optional handover note. System checks conflicts (other absences, critical project phases, SLA contracts), team leads approve or decline with one click. Remaining leave is calculated automatically.
Is electronic AU (eAU) supported?
Yes. Sick notes can be captured as photo upload or transmitted via the electronic Arbeitsunfähigkeits-Bescheinigung (eAU). The workflow is mapped law-compliant.
How does substitution logic work?
Per absence a substitute is set with handover note. In service desk tickets are automatically assigned to the substitute, in projects tasks appear in the substitution view. Business stays steerable also during absences.
How do absences affect capacity planning?
Absences reduce available capacity automatically. In team calendar and capacity view absences are immediately visible. Practice and project leads see bottlenecks early and can act.
How does payroll preparation with DATEV work?
Approved absences and sick notes are taken into payroll preparation. DATEV export in standard format via LODAS or LuG, no CSV adaptation. More on payroll preparation.
Which special cases (parental leave, reintegration) are mapped?
Parental leave, educational leave, special leave, reintegration with reduced hours, maternity protection and rehab are available as specific absence types, each with own logic for payroll and capacity.
Related HR and time tracking features
Leave and sickness management reviewed in 15 minutes.
In the requirements check we discuss your approval workflows, substitution logic and DATEV connection.