HR Glossary
Absence Trigger Points
Absence Trigger Points
When it comes to managing employee absence, consistency, fairness and early intervention are key. But how do you know when an individual’s level of absence becomes a concern that needs attention? That’s where absence trigger points come in: a structured way to identify when a review is needed and ensure all employees are treated equitably.
What Are Absence Trigger Points?
Absence trigger points are predefined thresholds that indicate when an employee’s level of absence should be formally reviewed. They are used to help employers identify patterns of short-term, frequent, or potentially problematic absence and prompt a timely and supportive response.
Trigger points are not necessarily disciplinary thresholds. Instead, they serve as a prompt for managers and HR teams to check in with the employee, understand what might be going on, and determine whether any support or adjustments are needed.
- Prevent long-term absence by catching issues early.
- Offer wellbeing support before problems escalate.
- Ensure fair treatment across the workforce.
- Comply with absence management policies and procedures.
- Manage operational disruption more effectively.
GoodShape’s absence management software helps organisations automate this process, by alerting managers when trigger points are reached and providing the data needed to guide conversations.
Examples of Absence Trigger Points
Trigger points will vary depending on an organisation’s size, industry, and absence policy, but some common examples include:
- Three or more instances of absence in a rolling six-month period.
- Ten or more working days of absence in a rolling 12-month period.
- Patterns of absence emerging, such as absences that consistently fall on a Monday or Friday, or immediately after annual leave.
- A single long-term absence lasting more than four weeks.
- Two or more stress-related absences within a defined period.
- Absences that breach agreed return-to-work plans (e.g., during phased returns or occupational health-recommended adjustments).
It’s important that trigger points are set out clearly in the company’s absence policy and communicated to all staff. Employees should understand that hitting a trigger point does not automatically lead to disciplinary action; it is a prompt for a review and a chance to provide support.
What Should Happen When a Trigger Point Is Reached?
Once a trigger point has been reached, a clear, consistent review process should follow. This typically includes:
1. Initial Review by a Line Manager
The employee’s manager should review the absence history and identify any obvious patterns or concerns. They may also check whether the employee has previously raised health or personal issues that could be relevant.
2. Return-to-Work Interview or Absence Review Meeting
A face-to-face (or virtual) meeting should take place, where the manager can discuss the absences in a supportive and confidential setting. This is an opportunity to:
- Understand the reasons for absence.
- Identify any work-related causes or external factors.
- Explore whether adjustments, support or referrals are needed.
- Reinforce expectations around attendance.
3. Referral to Occupational Health or Support Services
If needed, the manager may refer the employee to occupational health for further assessment. In some cases, this may lead to a workplace adjustment, phased return, or signposting to an Employee Assistance Programme (EAP) or mental health support.
4. Action Plan or Attendance Improvement Plan
Depending on the circumstances, the manager may agree a short-term plan with the employee to support improved attendance. This may include reasonable adjustments, regular check-ins, or setting attendance goals.
5. Documentation and Follow-Up
All conversations and plans should be documented, with follow-up dates scheduled to review progress. If the situation doesn’t improve or further trigger points are hit, a more formal stage of the absence management process may begin.
How GoodShape Supports Trigger Point Management
GoodShape’s platform automates the identification of absence trigger points, helping managers act quickly and fairly. With real-time data and customisable thresholds, the software enables:
- Automated alerts when a trigger point is reached.
- Centralised absence records, so managers can see an employee’s full absence history at a glance.
- Guided workflows, ensuring line managers follow the correct review process.
- Integration with occupational health and wellbeing services, to streamline referrals.
- Reporting tools, to monitor trigger point trends across teams and ensure consistent application of absence policies.
By giving organisations the tools to act early, consistently, and with empathy, GoodShape helps prevent small issues from becoming bigger problems, supporting both employee wellbeing and organisational resilience.