> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.heartsome.co/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Managing absence You'll find an employee's absence overview via People → \[name] → Absence. Here you see the current status, the required actions and the full absence history. #### Current status If an employee is reported sick, you'll see how long the absence has been ongoing and since which date. As long as there's an active sick report, you can update the status via Update status. Was the sick report created by mistake? Cancel it via the three dots next to it. If the employee hasn't been reported sick, you'll see "Not currently absent" and you can register a new sick report via Report sick. #### Updating the status As an HR admin or Manager, you use Update status to keep track of how the employee is doing. You choose from three options: * **Partially recovered**: the employee is working part of the time again. Enter a recovery percentage. For example, 50% means the employee can handle half of their normal work capacity again. The new percentage applies from the day after the date you enter. * **Fully recovered**: the employee is fully back. Enter the Last day of absence: they return to work the day after. The absence is closed and moves to the history. * **Fully absent again**: the employee was partially recovered but has dropped out completely again. Full absence resumes from the day after the date you enter. #### Relapse within 4 weeks If an employee reports sick within 4 weeks of a previous absence closing, that absence is reopened automatically. Heartsome treats it as a relapse of the same absence, not a new case. The milestone dates stay based on the original first day of absence. #### Reporting to the arbodienst In the Netherlands you have to pass a sick report, and every change to it, on to your arbodienst (occupational health service) or company doctor. So from day one, Heartsome adds an action under Required actions, for example "Report sick leave to the arbodienst or company doctor". It does so for a sick report, a worsening, a partial recovery and a return to work. * Reported it? Click Mark as done and enter the Date reported. * Not reporting it, for example because a short sick leave is already over? Click Not reporting. When you have to report isn't set by law but by your agreement with the arbodienst, so there's no due date here. You'll see it in the absence timeline as "Arbodienst informed" or "Not reported to the arbodienst". Made a mistake? Click Change or Undo there. #### Long-term absence After 14 calendar days an absence automatically counts as long-term. You'll see the message "This absence is now considered long-term". Heartsome then adds the statutory steps from the Dutch Gatekeeper Improvement Act (Wet verbetering poortwachter) as required actions, with the date they're expected: * Week 6 - Problem analysis * Week 8 - Plan of action * Week 42 - UWV report * Year 1 - First-year evaluation * Week 88 - WIA application * Year 2 - End of employer obligation These milestones apply to companies in the Netherlands. They don't appear in other countries. The next open milestone is always at the top, with the expected date and a description. Expand the others via Show all required actions. **Marking a milestone as done** 1. Click the checkmark next to the milestone. 2. Under Date done, enter the date it was actually done. It doesn't have to be today: if you reported to UWV on Monday and tick it off on Thursday, enter Monday. 3. Add Notes if you like, for example who did it or a reference number. 4. Click Save. Is the date or note of a completed milestone wrong? Click the pencil next to it to change it. HR admins and Managers get a notification when a milestone is due within 7 days or is overdue. #### Week 42: reporting to UWV For the week 42 UWV report, Heartsome shows how to report. You do it in the UWV werkgeversportaal (employer portal), which you log in to with eHerkenning, so arrange that in advance if you don't have it yet. A late report can lead to a fine of up to €455. After your report, UWV sends you a letter about the first-year evaluation. Click How to report to UWV for UWV's own instructions. Does the employee recover after the week 42 report? Then report the recovery to UWV too, or they stay registered there as sick. Heartsome reminds you when you choose Fully recovered. #### Absence history Below the current status you'll find all closed absence cases. For each case you see the start and end date and the total number of calendar days. Click an absence to see its full timeline, including any periods of partial recovery. **Who recorded what?** Want to know who recorded what, and when? For the current absence, click the clock next to Update status. For a closed absence, click the three dots → History. You'll see every change, newest first, with who made it and when. #### Who sees what? * **HR admin and account owner**: see and do everything, including marking milestones as done, the arbodienst actions and the history. * **Manager**: can report absence and update the status for their direct reports. Marking milestones as done, the arbodienst actions and the history are for HR only. * **The employee**: only sees their own Absence tab if self-reporting is turned on. See [Reporting sick](https://help.heartsome.co/en/article/reporting-sick-z6g69h/).