FAQ
Frequently asked questions about Absentra
Answers by topic: the product, the demo, pricing and privacy.
Product
Absentra is a Dutch B2B application for administrative absence registration. You record sick and recovery notifications and keep the follow-up on track. The dashboard shows where things stand. There are no fields for diagnoses, symptoms, treatments or causes of illness.
For employers, HR staff and team leads at small and medium-sized organisations who want to keep track of absence and follow it up properly. The Netherlands is currently the primary supported market.
Managing employees and importing them from CSV, recording sick leave, partial and full recovery, automatic and manual follow-up tasks, contact moments, a dashboard with an indicative absence trend, four user roles, two-step verification and an audit log per case. We only mention what is still in development once it is genuinely available.
Who it's for
Absentra is mainly built for organisations with roughly 50 to 200 employees. That is not a hard limit: Standard works up to 500 active employees, and above that there is Enterprise. Smaller and larger organisations are welcome to explore the demo and talk their requirements through with us.
Absentra is a good fit for industry, logistics, construction, healthcare, cleaning and facility services, and professional services. In those sectors an absence notification usually passes through several teams, team leads and administrative handovers. They are examples, not customer references.
It can. Absentra is mainly built for organisations with 50 to 200 employees. Feel free to explore the demo and describe your situation; you will hear right away whether Absentra fits.
Not when you need a medical record, or when occupational physicians have to record diagnoses. Nor when you are looking for a payroll system, medical reintegration support inside the software, or everything an ERP or HR platform offers.
Data and privacy
The employee concerned, the start and end date of a notification, the administrative status, the department or team, and the actions still outstanding. This describes the product scope, not a complete legal list of data.
Diagnoses, symptoms, treatments, medical notes and causes of illness do not belong in Absentra. There are deliberately no fields for them.
No. Absentra covers the administrative side of absence. Medical information does not belong in an employer's registration.
Absentra has no fields for diagnoses, symptoms, treatments or causes of illness. It does process the administrative details that come with sick and recovery notifications. Under the GDPR those can qualify as data concerning health, so we protect them accordingly.
Demo
The interactive demo is separate from the production environment and uses a fictitious organisation. You click through registration, follow-up and the dashboard yourself. The demo opens in a new tab.
No. Every person, organisation and event in the demo is fictitious. Do not enter real employee data or individual absence cases.
Trial and pricing
Free costs nothing for up to 5 active employees and 1 user account. Standard costs €49 per month + €1 per active employee, excluding VAT, up to 500 active employees. Enterprise is on request. The full overview is on the pricing page.
Yes. Free is free of charge with no end date, for up to 5 active employees and 1 user account. All core features and security are included; personal onboarding is not included. If you have more than 5 active employees or need more user accounts, Standard is the better fit.
€49 per month + €1 per active employee, excluding VAT, up to a maximum of 500 active employees. With 25 active employees you pay €74 per month. The pricing page has a calculator.
€149 per month excluding VAT: a €49 base amount + 100 × €1.
An active employee is an employee registered as active in your organisation in Absentra. Every active employee counts, not only people who sign in or who are on sick leave. It is about people, not FTEs: a part-timer counts as one employee. Archived employees do not count towards the price.
Standard includes up to 25 user accounts within the fixed price formula. There is no separate per-user charge. Need more than 25 user accounts? Then your organisation falls under Enterprise.
A user account is an account someone signs in with, for example someone in HR or a team lead. Being registered as an employee is not a user account.
No. The price is determined by the number of active employees, not by a separate price per user account. Standard includes up to 25 user accounts, Free 1.
Free is a permanently free plan for up to 5 active employees and 1 user account, with no end date. The trial is something else: 30 days of the full Standard plan, up to 500 active employees and 25 user accounts. For organisations with more than 5 employees, the trial is the best way to evaluate Absentra properly.
Yes. You can try Standard free for 30 days once, for both the monthly and the annual option. After your request is approved you receive an invitation; the trial begins when your organisation environment is activated. We do not ask for payment details up front, and the paid term only starts when you explicitly choose to continue on a paid basis after the trial.
You decide how to continue. Paid use of Standard only starts with your explicit agreement. Without that agreement, nothing continues. With up to 5 active employees and 1 user account, Free can also be an option.
Monthly billing is available. Cancellation terms are agreed before you approve a paid plan.
Annual Standard has the same features and user limit as monthly. You pay 12 months in advance and get 10% off both the organisation amount and the employee seats. At a constant number of 100 active employees, that costs €1,609.20 per year, excluding VAT. Annual billing is agreed through your request. The terms, such as payment and renewal, are set out before you agree.
Annual estimates are based on active employees. At a constant number, the annual price is twelve monthly amounts with 10% discount. Changes during the term are agreed before purchase.
Changes in active employee numbers, possible additional charges and applicable dates are agreed separately for annual contracts. No automatic changes take place.
Reducing employee numbers, refunds and renewal are subject to terms agreed before entering an annual contract.
No. You request access, we review the request and you then receive an invitation to create your environment.
Up to 500 active employees, Standard scales gradually: every additional active employee costs €1 per month, with no tier jumps. Moving from Free to Standard is an explicit choice of plan; there is no automatic paid upgrade. With more than 500 active employees or more than 25 user accounts, we agree an Enterprise arrangement. Existing data remains available.
With more than 500 active employees, more than 25 user accounts, or additional technical, organisational or contractual requirements. Pricing is then on request. Any implementation, development of integrations and additional integration management are agreed and quoted separately. A dedicated environment is only possible where there is a demonstrable need.
It lets us check the setup, the security and the fit with your way of working before real data goes in. It is a short review of your request, not a bespoke project per customer.
Access and roles
There are four roles: administrator, HR employee, case manager and team lead. Administrators, HR employees and case managers work in all cases of the organisation. You can optionally assign a team lead to a case; they then only see the cases assigned to them, without being able to change them, and can update the status of their own tasks. The employee list is visible to all users within the organisation.
No. Notifications, for example when a task is assigned to you, appear in the app. There are no reminders by email, text message or push notification.
Active cases, partially recovered cases, open and overdue tasks, and an indicative absence trend over the past six months. Per department you see the share of employees with an ongoing absence, only for departments with at least five employees. Historical reports, period filters and calculations based on FTE or rosters are not included.
Absentra supports the administrative follow-up with tasks and contact moments, but does not provide full coverage of the Gatekeeper Improvement Act (Wet verbetering poortwachter) or any legal guarantee. Responsibility for the reintegration process stays with the employer, the employee and the occupational health service or company doctor.
Integrations
Absentra works without automatic integrations today; you add employees with a CSV import. Everything on the integrations page is marked “Being researched”, from HR and payroll packages to single sign-on and calendars. We show the status per integration and call nothing available until it has been validated.
Choose “Integration request” in the contact form and put the product name of the system you want to connect in the “Current system” field. Do not share exports, screenshots or employee data.
Yes, you can import employees from a CSV file, separated by commas or semicolons. Employees who already exist are skipped, not updated. Excel files and automatic synchronisation with an HR or payroll system are not available; we are still researching those integrations.
Not yet. Signing in through Microsoft Entra ID and Google Workspace is part of our integration research.
We deliberately do not name release dates. An integration first goes through needs research, a privacy and security assessment and a technical pilot. The current status is always shown on the integrations page.
Partners
Not yet. We are exploring collaboration with payroll administrators, accountants, HR consultants and occupational health services. We deliberately have no commissions, reseller contracts or other formal partner terms yet.
Light and concrete. First an introduction about your services, then a demonstration with made-up data. If it fits, we agree a small next step, such as an introduction or a joint pilot evaluation.
Absentra only supports the administrative employer side of absence. Medical information stays with the occupational health service or physician, because Absentra is not a medical record. That separation is exactly what lets the employer and the service align on the administrative process.
Resources
In the resources section, which is open to everyone. It includes a checklist for careful administrative absence registration. You do not need to leave an email address to read it.
No. The resources section gives general product and process information, not legal, medical or occupational health advice. For legal questions, ask your own adviser.
Contact
Use the contact form on the contact page. You can request access to try it for 30 days, plan a personal demo, share feedback or raise an integration or partner question. Do not share names of employees on sick leave, diagnoses, symptoms, treatments, medical notes or causes of illness.
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