On one hand, the child is sick. On the other hand, calls are flooding in, and the phone is constantly busy. However, reporting illness can be quite simple: online, directly on your website. In a short time, we will integrate our practical solution for digital online illness reporting into your system – with personalized functions and, if desired, in multiple languages. This way, parents can report their children absent with just a few clicks. Your administration will receive a current overview of all absences. Save time and effort, avoid unnecessary phone calls and misunderstandings – ideal for schools, kindergartens, organizations, clubs, cities, and other institutions.
Easily Manage Sick Notifications Digitally
The principle is quite simple: If the child is sick, the parents go online to the sick notification page. There, they enter the relevant information for the notification in a small form. After submission, both the parents and the administration receive a confirmation email. This provides both parties with assurance that the sick notification was successful. Furthermore, the institution receives a current daily summary list that provides an overview of all sick notifications. A rights management system ensures that selected individuals receive exactly the information they need – for example, class teachers receive data for their own class, educators receive notifications for their own kindergarten group, or the secretariat receives information for the entire school.
Tailored for Operators, Cities, Schools, Kindergartens & Associations
Every institution has specific requirements. Therefore, we develop your online sick notification specifically according to your needs and also adapt it to your corporate design. Further advanced features can include automatic notification for lunch cancellation or sending excuses or certificates. Additionally, we are happy to prepare your online sick notification in multiple languages, in the languages you need. If you are an operator of multiple institutions, we can create a separate website for you, through which you can manage notifications for all your schools and kindergartens.
Online Sick Notifications: Advantages
- For parents: easy cancellations with just a few clicks
- For the institution: clear & current overviews
- Feedback via confirmation emails
- Ideal for schools, daycare centers, clubs & cities
- As a separate website or directly on your page
- Customized to your corporate design
- Expandable with desired additional features
- Available in multiple languages
- Applicable for single and multiple institutions
- User-friendly and optimized for smartphones
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For daycares & schools: It’s that easy
Digital Sick Reporting – Seamlessly Integrated into Your Administration
Whether you want the electronic sick report directly as a subpage on your existing website or on a new website: We ensure that the system integrates seamlessly into your digital ecosystem and your other administrative processes. Collective lists with up-to-date cancellations are sent at the desired time to the relevant individuals. The data is formatted in the most practical way for you (for example, as PDF, CSV, or as lists in an administration system). The integration of the online sick report can be done as a plug-in for WordPress, but we also implement other solutions. In our development, we always focus on making your cancellation system an integral and thus extremely manageable part of your administration – for simple, quick, and clear processes.
Management of Facilities, Individuals, Classes & Groups
Every facility changes over time. Classes are added, kindergarten groups are removed, teachers and educators change, the office is newly staffed… To quickly and easily address these changes, you can easily adjust the structure of your facilities with our system. This way, the cancellation remains up-to-date in the long term and can be used flexibly.
Time-Controlled Collection List: Everything at a Glance
Calls are noted, emails come in, and then there are the announcements on the answering machine… All these processes are largely eliminated with our online sick note. Instead, those responsible for organizing the cancellations receive a collection list at a desired time each day. The structure and sorting of the list can be customized, and you can choose the format freely (for example, as a PDF, Excel, or CSV file). This provides schools and kindergartens with maximum overview, significantly simplifying internal organization. A clear assignment of individuals can determine who receives which lists in what format. This saves everyone a lot of time… and also certainly eases the nerves.
Multilingualism
We are happy to prepare the page for the electronic registration of children in the languages you need for your facilities. This particularly supports parents with a migration background, for whom a telephone sick note can pose an additional challenge due to communication problems and language barriers. The online sick note is available to you in German by default. However, whether English, Ukrainian, Spanish, or other languages – we will implement an easy switch for you to change the language, so that the registration form can be easily read and understood by everyone.
- Over 1,000 satisfied customers
- 20+ years of experience
5 out of 5 stars
Based on Google reviews
Views from real projects
Examples: The Residence City of Neustrelitz and Gymnasium Carolinum
Online Sick Notification Integrated on the Website of a Single Institution
Our online sick notification has been in use for years and has proven itself in practice. For example, Gymnasium Carolinum uses a user-friendly form that we have integrated directly into the school website—of course, in keeping with the overall appearance. The institution has managed over 32,000 notifications from 2017 to 2024. If you would like to take a look at the example, you can find it at Kontaktseite von Carolinum under the heading Online Sick Notification.
Multilingual Online Sick Notification for Multiple Institutions via a Separate Website
We were also allowed to develop the online sick notification for the Residence City of Neustrelitz—and for several schools and daycare centers, in German, English, and Ukrainian. The solution is designed so that parents first select the appropriate institution in the city (whether a kindergarten or a school), then fill out the form and submit it. You can view the page here: abmeldung-neustrelitz.de.
User-friendly, transparent: a plus for parents & administration
An easy online form for parents with a significant impact on administration – when you choose our online sick notification, both parents and administration benefit. The cancellation process is quick and simple, without waiting times or leaving messages on voicemail. The organization of daily sick notifications is much easier with the collective list function. Finally, both sides have the reassurance of transparent feedback that the sick notification has been successfully received. A true win-win solution for all parties involved! Your contribution to the digitalization of administration, which truly reaches the citizens.
Your path to online sick notification
Whether you are an operator of multiple institutions or interested in online sick notification as a school, kindergarten, or association: Contact us directly. Matthias Petri, managing director of the agency 4eck Media, will personally discuss your specific requirements for the online cancellation with you. Afterwards, our team of experienced designers and programmers will quickly and cost-effectively implement your individual cancellation system. In a short time, the electronic sick notification will be available to you, your administration, and the parents of the children in your institution. Nehmen Sie gleich per E-Mail Kontakt zu uns auf.
In use for 8 years
“We have been using the online sick reporting system for students and teachers for 8 years and can’t imagine how it was before. In the first year alone, several thousand phone calls did not have to be made in the secretary’s office. There are no issues like on the phone, where sometimes the connection is poor or a name is not understood correctly. When sick reports were still made by phone, the school was often permanently unreachable between 6:30 and 8:00 because of the high volume of calls. The secretary can now calmly go through all the sick reports.”
Kathrin Hutton, Carolinum Neustrelitz
Frequently asked questions (FAQ)
Is the online sick leave being misused?
We have also wondered about that. That’s why we passed the question on to a person who has years of experience with our online sick notification. Kathrin Hutton from the Carolinum Gymnasium in Neustrelitz believes that misuse of the online sick notification occurs very rarely. And if it does happen, the school administration takes action by seeking a conversation. “The students have heard about this, and that’s why it only happens occasionally. We even find it easier to verify this since sick notes are only valid with the officially registered email address of the parents, while it is too cumbersome to check phone numbers during a phone call.”
How does the digital sick note work?
Parents fill out a simple online form on the institution’s website (or a separate website). The sick leave notification is sent directly to the administration. At the same time, parents receive an automatic confirmation via email.
What information do parents need to provide in the form?
Typically, the child’s name, class or group, period of absence, and reason (e.g., illness, doctor’s appointment) are requested. The fields can be customized individually for your institution. For example, a simple checkbox could ask if the child should also be marked absent for lunch.
Who receives the sick note?
The sick note is automatically sent to the responsible administration of the school, kindergarten, or organization. Optionally, the respective teaching or support staff can also be notified. The extent to which specific individuals in your institution receive certain information can be adjusted.
Is there an overview for the administration?
Yes, the administration (or selected persons) receives a structured collection list of all incoming cancellations daily – clear and compliant with data protection regulations. How the data in the list is sorted can be defined in advance.
Do parents receive a confirmation?
Yes, after submitting the form, a confirmation email will automatically be sent to the provided address. This ensures transparency and security.
Does an app need to be installed?
No, an app is not necessary. The form is mobile optimized and works on smartphones, tablets, and PCs in the browser.
Is the system GDPR-compliant?
Yes. All data is processed in accordance with the requirements of the GDPR. The transmission is encrypted, and the data is only stored for as long as it is organizationally necessary for you.
Can we customize the system to fit our institution?
We fully customize the form to match the design and requirements of your website or corporate design.
How quickly can the system be implemented?
Depending on individual requirements, the integration usually takes a few days. After a brief coordination meeting, we set up the system and make it operational.
For which institutions is the solution suitable?
Our solution is suitable for elementary schools, secondary schools, high schools, kindergartens, after-school care, music schools, sports clubs, or other educational institutions where children are regularly cared for and cancellations need to be recorded efficiently.
What does the online sick note cost?
The online sick leave notification costs 1,800 euros (net) for its basic setup. We charge 200 euros (net) for each additional connected institution (school, kindergarten).
