> ## Documentation Index
> Fetch the complete documentation index at: https://code.dcycle.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Absenteeisms & Accidents
> Upload and manage workplace absence and accident records for health and safety reporting under ESRS S1
## What is absenteeism and accident data?
This section covers two related types of workplace health and safety data:
* **Absenteeisms**: Periods when an employee is absent from work (e.g., sick leave, work-related injury leave)
* **Accidents**: Workplace incidents that may or may not result in an absence
Together, these records are used to calculate health and safety KPIs required by **ESRS S1** and occupational health regulations.
## Why is it needed?
Organizations must report on workplace health and safety to demonstrate:
* **Accident frequency**: How often workplace incidents occur
* **Accident severity**: How much work time is lost due to accidents
* **Sick leave**: Overall absenteeism rates
* **Safety trends**: Whether conditions are improving or deteriorating
These metrics are required in sustainability reports and are closely monitored by labor inspectorates, insurers, and ESG rating agencies.
## Types of records
### Absenteeisms
An absenteeism records a **period of absence** from work. It captures:
* **Start date**: When the absence began
* **End date**: When the absence ended (or empty if ongoing)
* **Hours**: Total hours of absence (optional -- can be calculated from dates)
### Accidents
An accident records a **workplace incident**. It captures:
* **Date**: When the accident occurred
* **Context**: Where the accident happened
| Context | Meaning |
| ------------ | ------------------------------------------------------------ |
| `in_labore` | The accident occurred **at the workplace** during work hours |
| `in_itinere` | The accident occurred **while commuting** to or from work |
### Combined records
Each uploaded record is either an absenteeism, an accident, or both (an accident that caused an absence). The `type` field determines which:
| Type | Contains | Description |
| --------------------------- | ------------------------------ | -------------------------------------------------------------- |
| `absenteeism` | Absence dates and hours | Sick leave or other absence not caused by a workplace accident |
| `accident` | Accident date and context | Workplace incident that did not result in an absence |
| `accident_with_absenteeism` | Both accident and absence data | Workplace incident that resulted in time off work |
## Data structure
Absenteeism and accident records are linked to employees via the **External Employee ID**.
```
EMPLOYEE (EMP001)
|
+-- ABSENTEEISM: Sick leave (Jan 10-12, 2024, 24 hours)
+-- ACCIDENT WITH ABSENTEEISM:
| Accident: In labore, Mar 5, 2024
| Absence: Mar 5-19, 2024, 80 hours
+-- ACCIDENT: Near-miss in labore, Jul 22, 2024 (no absence)
```
Employees must already exist in the system before you can upload their absenteeism and accident records. Upload contract data first.
## CSV format
| Column | Type | Required | Description | Example |
| ---------------------- | ------- | ----------- | --------------------------------------------------------------------------------------------------------------- | ------------- |
| `external_employee_id` | String | Yes | The employee's ID (must match an existing employee) | `EMP001` |
| `type` | String | Yes | Record type: `absenteeism`, `accident`, or `accident_with_absenteeism` | `absenteeism` |
| `start_date` | Date | Conditional | Absence start date (required for `absenteeism` and `accident_with_absenteeism`) | `2024-01-10` |
| `end_date` | Date | No | Absence end date (empty if ongoing) | `2024-01-12` |
| `hours` | Decimal | No | Total hours of absence (>= 0) | `24.0` |
| `accident_date` | Date | Conditional | When the accident occurred (required for `accident` and `accident_with_absenteeism`). Must be today or earlier. | `2024-03-05` |
| `accident_context` | String | Conditional | `in_labore` or `in_itinere` (required for `accident` and `accident_with_absenteeism`) | `in_labore` |
### Required fields by type
| Field | `absenteeism` | `accident` | `accident_with_absenteeism` |
| ---------------------- | :-----------: | :--------: | :-------------------------: |
| `external_employee_id` | Required | Required | Required |
| `type` | Required | Required | Required |
| `start_date` | Required | -- | Required |
| `end_date` | Optional | -- | Optional |
| `hours` | Optional | -- | Optional |
| `accident_date` | -- | Required | Required |
| `accident_context` | -- | Required | Required |
### Example CSV
```csv theme={"theme":{"light":"github-light","dark":"github-dark"}}
external_employee_id,type,start_date,end_date,hours,accident_date,accident_context
EMP001,absenteeism,2024-01-10,2024-01-12,24.0,,
EMP002,accident,,,,2024-03-05,in_labore
EMP003,accident_with_absenteeism,2024-04-15,2024-04-30,96.0,2024-04-15,in_labore
EMP001,absenteeism,2024-06-01,2024-06-03,16.0,,
EMP004,accident,,,,2024-07-22,in_itinere
EMP002,accident_with_absenteeism,2024-09-10,2024-09-12,16.0,2024-09-10,in_labore
```
## How to upload
Navigate to the **Workforce** section and select the **Absenteeisms & Accidents** tab.
Click the **Upload** button to open the data import interface.
Paste from a spreadsheet, upload a CSV/Excel file, or enter data manually.
The importer validates that:
* Each `external_employee_id` matches an existing employee
* The `type` field has a valid value
* Required fields for the selected type are present
* Accident dates are not in the future
* End dates are on or after start dates
* Hours are a valid positive number (if provided)
Fix any errors, then confirm the upload.
## Viewing absenteeism and accident data
### List view
The list shows all uploaded records with:
* **Employee ID**: Which employee the record belongs to
* **Type**: Absenteeism, Accident, or Accident with Absenteeism
* **Dates**: Absence period or accident date
* **Hours**: Duration of absence (if applicable)
* **Context**: In labore or In itinere (for accidents)
* **Upload source**: Which file the record came from
You can **search** by Employee ID and **filter** by:
* Upload file
* Upload date range
### Employee detail view
From the employee detail page, the **Absenteeisms & Accidents** section shows all records for that specific employee.
## How it appears in reports
Absenteeism and accident data feeds into these report metrics:
### Accident metrics
| Metric | Calculation | Description |
| ---------------------------- | -------------------------------------------- | ----------------------------------- |
| Total accidents | Count of accident records | Number of workplace incidents |
| Accidents in labore | Count where context = `in_labore` | Incidents at the workplace |
| Accidents in itinere | Count where context = `in_itinere` | Incidents during commute |
| Accidents with sick leave | Count of `accident_with_absenteeism` records | Incidents that caused time off |
| Accidents without sick leave | Count of `accident` records (no absence) | Incidents with no time lost |
| Accident frequency rate | (Accidents x 1,000,000) / Hours worked | Standardized rate per million hours |
| Accident severity rate | (Lost days x 1,000) / Hours worked | Lost days per thousand hours worked |
### Absenteeism metrics
| Metric | Calculation | Description |
| --------------------- | -------------------------- | -------------------------------- |
| Total absent days | Sum of absence durations | Total work time lost to absences |
| Absent days by gender | Grouped by employee gender | Gender breakdown of absences |
Absent days from accidents directly affect the **FTE calculation**. Days absent are subtracted from the working days when computing full-time equivalents, giving a more accurate picture of actual workforce capacity.
## Understanding accident context
### In labore
**In labore** accidents occur at the workplace during working hours. Examples:
* Slips, trips, and falls in the office or factory
* Injuries from machinery or equipment
* Ergonomic injuries (e.g., repetitive strain)
* Chemical exposure incidents
### In itinere
**In itinere** accidents occur during the employee's commute between home and work. Examples:
* Traffic accidents on the way to/from work
* Injuries on public transport
* Falls while walking to the workplace
The distinction between in labore and in itinere is legally significant in many jurisdictions and affects insurance coverage, liability, and reporting obligations.
## Frequently asked questions
Yes. The `external_employee_id` in each record must match an employee already uploaded through the contracts upload.
Use type `accident_with_absenteeism` and fill in both the accident fields (date, context) and the absence fields (start\_date, end\_date, hours).
Leave the `end_date` empty. You can update the record later when the absence ends.
Yes. Use type `absenteeism` for general sick leave. This contributes to overall absenteeism metrics and affects FTE calculations. Only accident-related absences need the accident fields.
Yes. An employee can have any number of absenteeism and accident records.
The date range (`start_date` to `end_date`) indicates when the absence occurred. The `hours` field specifies the actual hours missed, which may differ from the calendar duration (e.g., a 3-day absence for a part-time employee might be 12 hours, not 24).