Who it’s for: Administrators
Platform: Web app (Sense HR & Automate)
Available on: Elite and above
Introduction
Managing employee wellbeing after sickness is key to a safe and supportive workplace. This workflow kicks in automatically when a sickness entry is logged for an employee who requires a return to work form, based on your configured settings.
The employee first completes their section of the form using predefined questions, then HR to review and sign off - ensuring a smooth, documented, and compliant return to work process.
This is different to the Standard Return to Work workflow due to it having a final step required for HR, and sits in the employee's record for easy history tracking.
How it works
Employee receives a task to complete the first section of the return to work form.
Once the employee has completed all mandatory sections and ticked the 'Confirmation' tick box at the bottom, the option to 'Sign' will then become available.
All Admins then receives an email confirming the employee has completed this, and will have a task to review and confirm.
Once all mandatory items have been completed from both parties, the return to work workflow will end.
Screen customisation
This workflow comes with predefined questions and set permissions.
You have the ability to edit these questions using the Screen Designer. When making changes to the fields on this screen, it’s important to also update the Screen Variants.
Click here for an article on how to create or edit a screen, and scroll to the bottom of the page to learn more about Screen Variants.
When editing a screen that is related to a workflow, it is important to ensure that any requirements are taken into account. Please check the Requirements section of this article.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
When you deploy it, a Return to Work Form screen will be added to the Employee Profile template - unless one already exists with the exact same name.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
When a screen is automatically added during workflow deployment, all required fields, permissions, and best-practice recommendations are included by default.
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Screen Variants
Variant Name | Notes |
Employee | In this variant we define what the review will see and edit from the task. Here you want to select 'Edit' for all the questions you wish the employee to answer. |
Admin | In this variant we define what the review will see and edit from the task. Here you want to select 'Edit' for all the questions you wish the admin to answer. |
Best Practice
We advise for this screen to not be editable under any non-admin permission schemes. Once a return to work is complete, their answers and name should not be edited.
Anything that needs completing will be done so within the task, therefore this screen can be read only for employees (and maybe managers) if they want to review for future reference.
FAQs
When does the Return to Work task get triggered?
The Return to Work task is automatically assigned as soon as a sickness record that requires a return to work is added. This ensures the assignee is aware that the task must be completed by the sickness end date. The due date for the task is set to the same date the sickness ends.