Empactis step by step guide for managers (staging)

This bite-size training is designed to help managers confidently use the Empactis system to record, monitor and manage sickness absence in line with Trust policy. 

Accurate and timely absence recording is essential to ensure colleagues receive the right support, attendance processes are followed consistently, and management information remains reliable.

Supported by the guidance, managers will be able to:

  • Understand their responsibilities when an employee reports sickness absence
  • Navigate the Empactis system and respond to notifications and actions
  • Record absence information accurately and maintain appropriate records
  • Complete return-to-work activities and wellbeing review tasks within required timescales
  • Monitor absence triggers and progress cases through the relevant attendance management stages
  • Use absence data to identify trends, ensure compliance and support colleague wellbeing.

Remember: Record promptly, review regularly, and complete actions as they arise. Effective absence management is not just about compliance – it is about supporting colleagues, promoting wellbeing and ensuring high-quality patient care.

Use this guide when: a staff member reports sickness through the Empactis Absence Line and you receive notifications or actions for STS Stage 1.

1) When a staff member calls in sick:

  • You will receive an Empactis email notification with details on how to call the staff member back.
  • Have these details ready: your employee number and the staff member’s employee number (both are included in the email).
  • Call the staff member back to discuss the reason for their absence, any support they may need (for example, an Occupational Health referral), and their expected return to work date.

2) Empactis notifications (what to look for)

  • Sender: hrcm@mail.empactisapp.com (each case has an ID number).

Action required: as soon as you receive a notification, log into Empactis to view and complete your tasks (using the link in the email or the desktop icon)

3) If they return to work

You will receive an email notification asking you to complete the Return to Work task in Empactis. Complete this directly in the system.

4) If a staff member has further period of sickness absence

Repeat the steps above for each new episode of sickness absence.

When the staff member reaches the Short Term Sickness (STS) absence indicator, you will receive a notification confirming that they have moved to Stage 1.

5) Stage 1: what you need to do in Empactis

The email subject line is usually:

Task Assignment for Short Term Absence. This email will list the outstanding tasks for that staff member. As you complete each task, Empactis will email you the next task(s).

  • Invite employee to Stage 1 Wellbeing Review Meeting
  • Would you like to email the letter to the employee?
  • Stage 1 Wellbeing Review Meeting
  • Stage 1 Wellbeing Review Meeting Notes
  • Stage 1 Wellbeing Review Meeting Outcome Letter
  • Would you like to email the Stage 1 Wellbeing Review Meeting Outcome letter to the employee?

Stage 1 monitoring period start date and end date: enter the date the employee was placed on the monitoring stage (the meeting date) and the end date (12 months later) in the system.

What happens next: if there is no further absence, you will receive an email at the end of the monitoring period confirming: NAME – Stage 1 Monitoring Period ended – DATE.

Remember: every task must be completed by logging into the Empactis system using the link in the email or the desktop icon. Tasks cannot be completed directly from the email notification.

 

Use this guide when: a staff member reports sickness via the Empactis Absence Line and you receive notifications or actions for STS Stage 2. (You will have received previous notifications for STS stage 1 if you were their line manager).

1) When a staff member calls in sick:

  • You will get an Empactis email notification with details of how to call the staff member back
  • Have these details ready: your employee number and the staff member’s employee number (both are in the email)
  • Call the staff member back to discuss: the reason for their absence, any support needed (e.g. Occupational Health referral) and their expected return to work date.

2) Empactis notifications (what to look for):

  • Sender: hrcm@mail.empactisapp.com (each case has an ID number)
  • Action required: as soon as you receive a notification, log into Empactis to view and complete your tasks (use the link in the email or the desktop icon).

3) If they return to work:

  • You’ll receive a notification to complete the Return to Work on Empactis
  • Complete it on the system.

4) If staff member has another period of sickness absence:

  • Repeat the steps above for each new episode of sickness
  • When the staff member reaches the Short Term Sickness (STS) absence indicator, you will get a notification that they have reached Stage 2
  • You will need to confirm if the case should be progressed to Stage 2 or not – or if there are exceptional circumstances to extend Stage 1.

5) Stage 2: what you need to do in Empactis

The email subject line is usually:

Task Assignment for Short Term Absence. It will list what’s outstanding for that staff member. When you complete a task, Empactis will email you the next task(s).

If there are exceptional circumstances and you extend the Stage 1 – Empactis will move to the extension letter.

If yes, progress to Stage 2 Wellbeing Review:

  • Invite employee to Stage 2 Wellbeing Review Meeting
  • Would you like to email the letter to the employee?
  • Stage 2 Wellbeing Review Meeting
  • Stage 2 Wellbeing Review Meeting Notes
  • Stage 2 Wellbeing Review Meeting Outcome Letter
  • Would you like to email the Stage 2 Wellbeing Review Meeting Outcome letter to the employee?

Stage 2 monitoring period start date and end date: enter the date the employee was put on the monitoring stage (date of the meeting) and the end date (12 months after) into the system.

What happens next: if there’s no further absence, you’ll receive an email at the end of the monitoring period confirming: NAME – Stage 2 Monitoring Period ended – DATE.

Remember: every task must be completed by logging into Empactis (use the link in the email or the desktop icon) you can’t complete tasks directly from the email notification.

Use this guide when: a staff member reports sickness via the Empactis Absence Line and you receive notifications or actions for STS Stage 3. (You will have received previous notifications for STS Stage 1 and /or 2 if you were their line manager).

1) When a staff member calls in sick:

  • You will get an Empactis email notification with details of how to call the staff member back
  • Have these details ready: your employee number and the staff member’s employee number (both are in the email)
  • Call the staff member back to discuss their reason for absence, any support needed (e.g. Occupational Health referral) and a possible  return to date.

2) Empactis notifications (what to look for)

  • Sender: hrcm@mail.empactisapp.com (each case has an ID number)
  • Action required: as soon as you receive a notification, log into Empactis to view and complete your tasks (use the link in the email).

3) If they return to work:

  • You’ll receive a notification to complete the Return to Work on Empactis. Complete this on the system.

4) If staff member reports another absence:  

  • Repeat the steps above for each new episode of sickness.
  • When the staff member hits the Short Term Sickness (STS) absence indicator, you will get a notification that they have reached Stage 3.
  • You will need to confirm if the case should be progressed to Stage 3 or not – or if there are exceptional circumstances to extend Stage 2.

5) Stage 3: what you need to do in Empactis:

The email subject line is usually:

Task Assignment for Short Term Absence. It will list what’s outstanding for that staff member. When you complete a task, Empactis will email you the next task(s).

Exceptional circumstance extend the Stage 2,  Empactis will move to extension letter.

If yes progress to Stage 3 Wellbeing Review: Please contact your Divisional HR team for support in managing this part of the process.

You will need to complete a Stage 3 Management Report detailing all reasons for absence prior to a Stage 3 Wellbeing Review Meeting.

** Preparing for Stage 3 Final Wellbeing Hearing training is also available to book on the prospectus**

  • Assign HR business partner or HR manager to support to Stage 3
  • Invite employee to Stage 3 Wellbeing Review Meeting
  • Would you like to email the letter to the employee?

Remember: every task must be completed by logging into Empactis (use the link in the email or the desktop icon) you can’t complete tasks directly from the email notification.

Use this guide when: a staff member reports sickness via the Empactis Absence Line and you receive notifications or actions for LTS Stage 1.

1) When a staff member calls in sick:

  • You will receive an Empactis email notification with details of how to call the staff member back
  • Have these details ready: your employee number and the staff member’s employee number (both are in the email)
  • Call the staff member back to discuss the reason for absence, any support needed (e.g. Occupational Health referral) and an expected return to work date.

2) Empactis notifications (what to look for):

  • Sender: hrcm@mail.empactisapp.com (each case has an ID number)
  • Action required: as soon as you receive a notification, log into Empactis to view and complete your tasks (use the link in the email or the desktop icon).

When you receive notifications/actions for LTS Stage 1 - Task Assignment New Long Term Absence Case

3) Stage 1: what you need to do in Empactis:

The system will list what’s outstanding for that staff member. When you complete a task, Empactis will email you the next task(s):

  • Stage 1 Wellbeing Review
  • Invite employee to Stage 1 Wellbeing Review Meeting
  • Would you like to email the letter to the employee?
  • Stage 1 Wellbeing Review Meeting
  • Stage 1 Wellbeing Review Meeting Notes
  • Stage 1 Wellbeing Review Meeting Outcome Letter
  • Would you like to email the Stage 1 Wellbeing Review Meeting Outcome Letter to the employee?

Stage 1 monitoring period start date: enter the date the employee was put on the monitoring stage (date of the meeting) into the system.

Confirm Stage 2 start date: enter date for absence to reach Stage 2. This should be within 3 months of the start of the absence. The case will remain at this stage until the case reaches the Stage 2 Indicator.

4) If they return to work

  • You’ll receive a notification to complete the Return to Work on Empactis. Complete it on the system and the case closes.

Remember: every task must be completed by logging into Empactis (use the link in the email or the desktop icon) you can’t complete tasks directly from the email notification.

Use this guide when: a staff member reaches Stage 2 long-term sickness via Empactis and you receive notifications or actions for LTS Stage 2.

1) Empactis notifications (what to look for)

  • Sender: hrcm@mail.empactisapp.com (each case has an ID number).
  • Action required: as soon as you receive a notification, log into Empactis to view and complete your tasks (use the link in the email).

2) Stage 2: what you need to do in Empactis

  • Task Assignment Stage 2 Wellbeing Review:

It will list what tasks or actions are outstanding for the staff member. When you complete a task, Empactis will email you the next task(s).

You will need to confirm if the case should be progressed to Stage 2 or not – or if there are exceptional circumstances to extend Stage 1.

  • Stage 2 Wellbeing Review
  • Invite employee to Stage 2 Wellbeing Review Meeting
  • Would you like to email the letter to the employee?
  • Stage 2 Wellbeing Review Meeting
  • Stage 2 Wellbeing Review Meeting Notes
  • Stage 2 Wellbeing Review Meeting Outcome Letter
  • Would you like to email the Stage 2 Wellbeing Review Meeting Outcome Letter to the employee?

At all meetings discuss sickness, any support needed (e.g. Occupational Health referral) and their expected return to work date.

Stage 2 monitoring period start date: enter the date the employee was put on the monitoring stage (date of the meeting) into the system.

Confirm Stage 3 start date: enter date for absence to reach Stage 3. This should be within 6 months of the start of the absence. The case will remain at this stage until the case reached the Stage 3 indicator.

3) If they return to work

You’ll receive a notification to complete the Return to Work on Empactis. Complete it on the system and the case closes.

Remember: every task must be completed by logging into Empactis (use the link in the email or the desktop icon, you can’t complete tasks directly from the email notification.

Use this guide when: a staff member reaches Stage 3 long-term sickness via Empactis and you receive notifications or actions for LTS Stage 3.

1) Empactis notifications (what to look for)

  • Sender: hrcm@mail.empactisapp.com (each case has an ID number).
  • Action required: as soon as you receive a notification, log into Empactis to view and complete your tasks (use the link in the email or the desktop icon).

2) Stage 3: what you need to do in Empactis

  • Task Assignment Stage 3 Wellbeing Review:

It will list the actions or tasks that are outstanding for that staff member. When you complete a task, Empactis will email you the next task(s).

You will need to confirm if the case should be progressed to Stage 3 or not or if there are exceptional circumstances to extend Stage 2.

In exceptional circumstances extend the Stage 2 – Empactis will move to extension letter.

If yes, progress to Stage 3 Wellbeing Review: Please contact your Divisional HR team for support in managing this part of the process.

You will need to complete a Stage 3 Management Report detailing all reasons for absence prior to a Stage 3 Wellbeing Review Meeting.

** Preparing for Stage 3 Final Wellbeing Hearing training is also available to book on the prospectus**

  • Assign HR  business partner  or HR manager to support to Stage 3
  • Invite employee to Stage 3 Wellbeing Review Meeting
  • Would you like to email the letter to the employee?

At all meetings discuss sickness, any support needed (e.g. Occupational Health referral) and the expected return to work date.

3) If they return to work:

  • You’ll receive a notification to complete the Return to Work on Empactis. Complete it on the system and the case closes.

Remember: every task must be completed by logging into Empactis (use the link in the email or the desktop icon) you can’t complete tasks directly from the email notification.