Within Natural HR, return to work forms can be created using our form builder. This form can then be automatically published out to line managers for them to complete to ensure that the employee is fit to return to work following a period of sickness absence.
Setting up a return to work form
You will need to be logged in as an administrator or HR access level user to create your return to work form. Then go to:
Administration > Company (or HR) > Form builder
Select the 'Add' button to add a new form.
You will then be asked to fill in the information relating to your return to work form. At minimum, all of the fields marked with an '*' will need to be completed.
You must also ensure to select 'Return to Work' within the Form Type drop-down list
Once this form has been completed, click on 'Submit', this will open the Return to work form builder where you can start adding fields.
Field display label - this is the text you wish to show on the screen on your form.
Mandatory - if you choose yes the form will not be able to be submitted unless there is a value in the field
Field type - there are several options which you can select from the dropdown list for the field types you want to us on your form.
Click on 'Show advanced options' to see the following options for this field
Database field name - this is the name for the field in the database. This value must be unique and can only contain letters, numbers and underscore and may only start with a letter - spaces are not permitted. For example, employee name is a valid name but employee name is not. If you enter an invalid value it will show an error when you add the field. Once the field is added this value cannot be changed.
Clone Field - if you choose yes, this field should be placed inside clone start and end and this and any other fields inside the clone group will be able to be cloned (duplicated) on the finished form.
Field description - this is text you can display as a tool tip icon on the form (the question mark) to help people understand how to fill in the field.
Uneditable once completed - If you choose 'Yes', once this field has a value entered into it and the form is submitted, that field will not be able to be changed again
Field order - You can use this to manually set the sort order of fields within the form. So, for example, a field with order 1 will appear above a field with order 2 - note, if you subsequently use drag and drop, field ordering values will be reset from 1 and this value will be updated sequentially based on the field's relative position within the form.
Once you have added the required fields to your form - click on the 'Finish building form' button.
Enabling your return to work form
To enable the form and set it to run automatically, you will need to tell the system that this is the form you would like to use, go to:
Administration > Company > Settings > Time off settings (Global)
In the 'Absence Settings' section select your chosen form from the 'Return to work form' dropdown option.
Then click on the 'Submit' to save the changes.
As a final step, you will need to select which time off type requires a return to work form.
You will need to go to:
Administration > HR > Time off management > Time off types
From here, you can either add a new time off type using the 'Add' button at the bottom or edit an existing time off type using the 'Pencil' icon in the Actions column in the list of time off types table.
In the Absence settings section, set the 'Return to work required' option to 'Yes' and then click on 'Submit' to save the change.
Your return to work form will now be activated and ready to use.
Completing a Return to work form
Once an instance of time off has been added to your selected time off type, a task will appear in the manager's workflow section to show that a return to work form for this employee needs to be completed.
Once you click on the workflow task, the fields from your created form will be displayed beneath the details of this instance of absence.
Scroll down to below this form and you will see the custom return to work form that you created and the manager will need to complete.