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Online sick notes: simply cancel digitally

On the one hand, the child is ill. On the other hand, the calls are flooding in and the phone is constantly busy. But reporting sick can also be very simple: online, directly on your website. We will quickly install our practical solution for digital online sick notes - with individual functions and also for several languages.

This allows parents to sign their children out with just a few clicks - and your administration receives a daily overview of all absences. Save time and effort, avoid unnecessary phone calls and misunderstandings - ideal for schools, kindergartens, institutions, clubs, cities and other facilities.

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Simply submit & manage sick notes digitally

The principle is very simple: If the child is ill, the parents go online to the page for sick notes. There they enter the relevant information for the sick note in a small form. After submitting the form, both the parents and the administration receive a confirmation email. This gives both sides certainty that the sick note was successful. In addition, the institution receives a daily summary list that provides an overview of all sick notes. A rights management system ensures that selected people receive exactly the information they need - for example, class teachers receive the data for their own class, teachers receive the sick notes for their own kindergarten group or the secretariat receives the information for the entire school.

Tailor-made for providers, cities, schools, kindergartens & associations

Every institution has specific requirements. That's why we develop your online sick note according to your needs and also adapt it to your corporate design. Additional functions can be, for example, an automatic deregistration from lunch or the sending of excuses or certificates. We are also happy to prepare your online sick note in multiple languages, in the languages you require. If you run several institutions, we can create a separate website for you, which you can use to manage the sick notes for all your schools and kindergartens.

Online sick notes: Advantages

  • For parents: simple deregistration with just a few clicks
  • For the institution: clear & up-to-date overviews
  • Feedback via confirmation emails
  • Ideal for schools, daycare centers, clubs & cities
  • As a separate website or directly on your site
  • Adapted to your corporate design
  • Can be expanded with additional functions as required
  • Available in several languages
  • Applicable for single and multiple institutions
  • User-friendly and optimized for smartphones
Online sick note (example)
The parents choose the facility
Online sick note (example)
The parents fill out a simple form
Online sick note (example)
After submitting, parents & administration will receive a confirmation email

Digital sick notes - seamlessly integrated into your administration

Whether you want the electronic sick note 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 daily updated deregistrations are sent at the desired time to exactly the people who are affected. The data is prepared in the way that is most practical for you (e.g. as a PDF, CSV or as lists in an administration system). The online sick note can be integrated as a plug-in for WordPress, for example, but we also implement other solutions. During development, our focus is always on ensuring that your sign-out system becomes an integral and therefore extremely easy-to-use part of your administration - for simple, fast and clear processes.

Management of facilities, people, classes & groups

Every institution changes over time. Classes are added, kindergarten groups are dropped, teachers and educators change, the secretariat is re-staffed ... To cope with these changes quickly and easily, you can easily adapt the structure of your facilities with our system. In this way, the deregistration always remains up-to-date in the long term and can be used flexibly.

Time-controlled collective list: everything at a glance

Calls are noted down, e-mails trickle in, and then there are the announcements on the answering machine ... All these processes are largely eliminated with our online sick note. Instead, the people responsible for organizing the cancellations receive a collective list every day at a desired time. Its structure and sorting can be defined individually, and you can also choose the format (e.g. as a PDF, Excel or CSV file). This gives schools and kindergartens a maximum overview, which makes internal organization considerably easier. A clear assignment of persons can be used to determine who receives which lists in which form. This saves everyone a lot of time ... and is certainly easy on the nerves too.

Multilingualism

We are happy to prepare the page for the electronic deregistration of children in the languages you need for your facilities. This is particularly helpful for parents with a migration background, for whom reporting sick by telephone can sometimes be an additional challenge due to communication problems and language barriers. The online sick note is available in German by default. However, whether English, Ukrainian, Spanish or other languages - we can install a simple switch for you to change the language so that everyone can easily read and understand the form for deregistration.

Tobias Menke
Residenzstadt Neustrelitz

We would like to thank 4eck Media GmbH & Co. KG for the professional implementation of the online deregistration on "abmeldung-neustrelitz.de". The result is characterized by user-friendliness, a clear structure and ease of use. The use of the new online solution has significantly reduced processing times and administrative costs. The deregistration process is now also much quicker and less complicated for parents, which has also noticeably reduced the workload for them. The cooperation with 4eck Media was very constructive, reliable and solution-oriented. Particularly noteworthy are the short response times and the rapid implementation of the desired requirements. We can recommend working with 4eck Media and would be happy to use their services again if required.

Examples: City of Neustrelitz & Gymnasium Carolinum

Online sick note integrated on the website of an institution

Our online sick note has been in use for years and has proven itself in practice. Gymnasium Carolinum, for example, relies on an easy-to-use form that we have integrated directly on the school website - in keeping with its overall appearance, of course. The school used it to manage over 32,000 deregistrations in the period from 2017 to 2024. If you would like to take a look at the example, you can find it on the Carolinum contact page under Online sick note.

Multilingual online sick note for several facilities via a separate website

We were also able to develop the online sick note for the residential town of Neustrelitz - for several schools and daycare centers in German, English and Ukrainian. The solution is designed so that parents first select the relevant facility in the city (i.e. a kindergarten or school), then fill out the form and send it off. You can view the page here: abmeldung-neustrelitz.de.

 

User-friendly, transparent: a plus for parents & administration

A simple online form for parents with a big impact for the administration - if you opt for our online sick note, parents and the administration benefit equally. Signing off is quick and easy, without having to wait on hold or speak to an answering machine. Organizing the daily sick notes is much easier with the collective list function. And finally, thanks to transparent feedback, both sides can always be sure that the sick note has been successfully received. A real win-win solution for everyone involved!

Your path to electronic online sick notes

Regardless of whether you are a provider of several facilities or a school, kindergarten or club interested in online sick notes: Contact us directly. Matthias Petri, Managing Director of the 4eck Media agency, will discuss your specific online sick note requirements with you personally. We will then work with our team of experienced designers and programmers to quickly and cost-effectively implement your customized sick note system. Within a short time, you, your administration and the parents of the children in your institution will have the electronic sick note system at your disposal. Get in touch with us right away.

Already in use for years

"We've been using the online sick note for pupils and teachers for eight years now and can't even imagine what it was like before.
In the first year of use alone, the secretary's office didn't have to make several thousand phone calls that would otherwise have been received all morning and forenoon.
The secretary can now enter the sick notes into the internal system (digital class register) when it suits her and parents can also call in their child sick in the evening or at night. There are no problems like on the phone, where sometimes the connection is poor or a name is not understood correctly. When the sick notes were still received by telephone, the school was often permanently unavailable between 6.30 a.m. and 8 a.m. because so many calls came in. The secretary now no longer has to note down by hand what is being phoned through, but can go through all the sick notes (emails) at her leisure."

Kathrin Hutton, Carolinum Neustrelitz

Further questions? We are here for you!
Your contact person: Matthias Petri
Phone number: +49 3991 7787032

Frequently asked questions (FAQ)

What does the online sick note cost?

The basic setup of the online sick note costs 1,800 euros. We charge 200 euros for each additionally connected institution (school, kindergarten). There are additional costs for additional functions, which are explained and presented transparently in the run-up to development.

Is the online sick note being misused?

We asked ourselves the same question. That's why we passed the question on to someone who has years of experience with our online sick note. Kathrin Hutton from Carolinum Gymnasium in Neustrelitz says that misuse of the online sick report is very rare. And if it does, the school management takes action by seeking a discussion. "Word has gotten around among the students and that's why it only happens occasionally. We even find that it's easier to check, as sick notes are only valid with the parents' officially registered email address, whereas it's too time-consuming to check phone numbers during a phone call."

How does the digital sick note work?

Parents fill out a simple online form on the facility's website (or a separate website). The sick note is sent directly to the administration. At the same time, parents receive an automatic confirmation by e-mail.

What information do parents need to provide on the form?

As a rule, the name of the child, class or group, period of absence and the reason (e.g. illness, doctor's appointment) are requested. The fields can be customized for your institution. For example, a simple checkbox could ask whether the child should also be signed out for lunch.

Who receives the sick note?

The sick note is automatically sent to the responsible administration of the school, daycare centre or organization. Optionally, the relevant teaching or support staff can also be notified. The extent to which which people in your institution receive which information can be customized.

Is there an overview for the administration?

Yes, the administration (or selected persons) receives a daily structured collective list of all unsubscriptions received - clearly arranged and in compliance with data protection regulations. How the data is sorted in the list can be defined in advance.

Do parents receive a confirmation?

Yes, after submitting the form, an e-mail confirmation is automatically sent to the specified address. This ensures transparency and security.

Do I need to install an app?

No, no app is required. 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 is organizationally necessary.

Can we adapt the system to our facility?

We fully customize the form to the design and requirements of your website or corporate design.

How quickly can the system be introduced?

Depending on the individual requirements, integration usually takes a few days. After a brief coordination meeting, we set up the system and make it available ready for operation.

For which facilities is the solution suitable?

Our solution is suitable for elementary school, secondary schools, grammar schools, kindergartens, after-school care centers, music schools, sports clubs or other educational institutions where children are regularly looked after and deregistrations need to be recorded efficiently.