Absence and Leave Management
The Kelio solution makes it easier to manage staff leave and absences
Managing leave and absences is a complex activity for HR departments and managers. Monitoring leave allowance, validation of accounts, compliance with legislation and declaration requirements are very time-consuming tasks.
How to record staff leave and absences?
There are many reasons for staff absence: sickness, workplace accident, occupational illness, maternity, delegation, on-site assignment, external assignment, absence for family reasons, medical appointment, etc. and each type must be diligently managed.
Each absence type requires specific controls and monitoring : breakdown in hours, working, business or calendar days, limited duration, conditions for returning to work, supporting documents, and so on...
The Kelio solution is aligned with the full set of collective agreements and to the practices in place within individual organisations. It records absences accurately and checks calculations.
Absenteeism data is presented in a reliable format for ease of processing by payroll and in your mandatory declaration.
Digitise the leave and absence request process
With Kelio software you can set up a decentralised management solution for leave requests, including
- Recording of employees' individual needs
- Management of validation workflows
- Inclusion of regulatory and organisational checks and controls
- Visibility of all results and their impacts on schedules
Staff and managers are engaged in the process and the HR department no longer has to spend time re-inputting data, which can cause errors.
For staff, the interface can be used to:
- Submit requests online from their workstation, smartphone or from touchscreen terminals
- View their leave balances before submitting a request
- View absent employees in their department or project group
- Receive notifications of changes to their request.
For managers, the application can be used to:
- Monitor and process absence requests from their teams
- View the leave schedule for their team and the absenteeism rates
- Treat absence requests fairly in line with workload targets in their schedules
- Keep informed about any unforeseen absence so they can respond effectively.
Customisation of validation workflows
Effective management of leave requests involves customising validation paths.
With Kelio you can:
- Manage one or more hierarchical validation levels successively or in parallel
- Manage different validation paths according to reasons for absences
- Designate validation replacements manually or automatically in the event of absence to avoid blocking the validation path
- Carry out validations individually or in grouped mode
Monitor leave and absence management in real time
With Kelio, managers have real-time visibility of collective absence planning and their rights.
Integrated seamlessly within your IT system, Kelio synchronises all leave and absence events with your Microsoft Outlook®, Google Calendar® and Lotus Notes® calendars. The ideal solution for making sure shared calendars reflect individual availabilities in real time.
Synchronisation is also possible with the Kelio Planning module. The various leave requests that are validated, pending validation or pending deletion are identified in graphical form in your planning grids. You can view the number of absent employees by day, by reason for absence and if relevant by work post, to adapt your staffing levels in real time.
Send your data directly to payroll
Compatible with over 160 payroll applications, the Kelio software automates input of absence events with no need for re-input and no risk of errors to produce pay slips and synchronise mandatory declarations. Kelio offer integrated reporting functions that produce individual and collective leave statistics for decision-making purposes.
Leave breakdown summaries by reason for absence, employee or department have never been so easy to put together.
External assignment management
When an employee leaves the company premises to perform an external assignment, the absence must be logged without being deducted from the working time. Similarly, staff representatives take hours off for relevant activities, which must be identified and counted without being processed as absences. The Kelio solution provides various options for regulating these practices.
Staff can use the self-service page to declare external assignments or can clock directly on touchscreen terminals within the organisation. These mechanisms support staff by giving them accurate information about their accounts and allowances, and enable the organisation to comply fully with its responsibilities in the event of any incidents that might occur during an assignment.
Why choose Kelio for my leave management?
- Decentralisation of leave requests
- Viewing of estimated leave balances
- Automatic calculation of leave allowances
- Validation of requests by managers, individually and in group mode
- Overall visibility of absences within a department in real time
- Simplified management of validation workflows
- Easy transfer of absenteeism data to payroll and mandatory declarations
See also
What is leave management software?
Leave management software is a digital tool designed to automate and centralise the management of employee absences within a company. It allows users to easily request paid leave, TOIL (time off in lieu), unpaid leave, sick leave and other types of absences, while offering real-time tracking for HR departments and managers. Thanks to this kind of software, companies improve internal organisation, ensure smooth scheduling and enhance transparency in the approval processes.
Why use leave and absence management software?
A leave management tool such as Kelio serves as a true efficiency driver for human resources. It allows you to:
- Digitise absence requests and approvals, reducing manual processing
- Streamline communication between employees, managers and HR
- Reduce the risk of planning errors or duplication
- Ensure a fair distribution of absences across teams
- Visualise HR indicators through customised dashboards
- Comply with legal obligations under labour law
Management becomes faster, more reliable and better integrated with existing HRIS processes.
How does Kelio leave management software work?
Kelio leave management software is based on an intuitive interface and advanced features:
- A secure personal space to submit requests in just a few clicks
- An automated approval workflow with notifications for managers
- Real-time synchronisation with team schedules and shared calendars
- Detailed tracking of leave balances per employee (accrued, taken, remaining)
- A centralised history of absences, accessible at any time
The entire process is designed to enhance the user experience while ensuring compliance with internal HR policies.
What types of absences can be managed with Kelio?
Kelio supports a wide range of absences, suited to different professional contexts:
- Annual paid leave
- TOIL (time off in lieu)
- Sick leave (short-term, long-term, work-related accidents)
- Maternity, paternity or adoption leave
- Exceptional leave (bereavement, marriage, moving, etc.)
- Absences for training or business assignments
- Unpaid leave and non-remunerated absences
Each type of absence can be configured based on accrued entitlements, employee status and the applicable collective agreement.
Can you view team absences at a glance?
Yes – Kelio offers an interactive team calendar, accessible to HR managers and supervisors. This shared schedule allows users to view approved, pending or declined absences, as well as each employee’s availability. It promotes better staffing distribution, reduces overlapping leave and simplifies operational planning.
Can you manage leave via mobile?
Absolutely. Kelio is a responsive solution accessible on all devices: smartphone, tablet and computer. Employees can submit leave requests remotely, check their balance or modify an absence in just a few clicks. Managers, on their side, can approve or reject requests directly from their mobile, even while on the move.
Can leave management software be integrated with payroll software?
Yes. Kelio integrates easily with most payroll and HRIS software available on the market. Absence data is automatically transferred to the payroll module, reducing manual input, lowering the risk of errors and allowing faster, more secure processing of payslips.
How does Kelio ensure compliance with regulations?
Kelio applies current legal and contractual rules in force in France:
- Automatic calculation of leave entitlements based on seniority and employment contracts
- Compliance with notice periods and minimum rest durations
- Configuration of public holidays, bridging days and sector-specific requirements
- Archiving of HR data in compliance with the GDPR
- Monitoring of justified absences to avoid any risk of dispute
The tool ensures full traceability of absences, which is essential for audits or URSSAF inspections.
Is leave management software suitable for SMEs and large enterprises?
Yes – Kelio is a modular and scalable solution, perfectly suited to the needs of micro-enterprises, SMEs, mid-sized companies or large enterprises. Whether you manage a team of 10 or 1,000 employees, Kelio adapts to your internal processes, your collective agreement and your HR goals. The configuration is fully customisable, with dedicated support available.
What is the price of Kelio leave software?
The price of Kelio software depends on several factors, including number of employees, selected modules, HRIS integrations, level of desired support. Kelio offers a tailored solution adapted to the size and specific needs of each company. To receive a pricing simulation or a personalised quote, simply contact us via our online form.
