Why a Digital eAU Workflow Makes All the Difference
Since 2023, employers have been legally required to retrieve employee incapacity-for-work data electronically from health insurers — making the eAU process mandatory across the board. This raises the bar for clean workflows, reliable data, and seamless system integration. Without digital support, duplicate entries, broken media chains, and costly delays quickly become the norm.
A digital eAU workflow needs to go far beyond simply retrieving data. It must cover the full process: structured recording of sick leave notifications, transparent processing status, automated communication to all stakeholders, and seamless handoff to time management, workforce scheduling, and payroll — fully GDPR-compliant and free from media discontinuities.
Automated
Sick notes, eAU retrieval, and payroll handoff — all handled automatically, with no manual steps required.
Legally Compliant
The eAU employer process is implemented fully and transparently — including a complete audit log and real-time status tracking.
Mobile
Employees report sick leave via smartphone, while managers log absences from their desktop — both flows feed into a single, unified process.
Transparent
HR teams, managers, and planners get near-real-time visibility into the current status of every digital sick note (eAU) — including initial and follow-up absences.
Integrated
Time management, workforce scheduling, and payroll all operate on the same data — with no information gaps or manual handoffs.
The Trade Trusts SEAK
From retail chains and bakery franchises to service providers and cinema operators: multi-site businesses across Germany rely on SEAK to manage their workforce.
One sick note, one automated process
When employees call in sick, the electronic sick note (eAU) is automatically retrieved from their health insurer — instantly updating shift planning and time management. Confirmed data flows directly into payroll, with no email back-and-forth or paper trail required.
Features of the SEAK eAU Workflow at a Glance
The eAU workflow brings together capture, validation, transparency, and handover in a single, seamless digital process — transforming what was once a time-consuming administrative burden into a structured, efficient solution for everyday business operations.
Mobile Sick Leave
Employees can report sick leave directly from their smartphone — information is instantly available in the system and reaches the relevant teams right away.
Fixed-Point Data Capture
Alternatively, managers or HR can log reports directly in the system — providing flexible support for your existing workflows.
Automated eAU Retrieval
Once an employee reports sick, the eAU is automatically retrieved from the central data receiving office — no manual follow-up required.
Pre-existing and subsequent conditions
Relevant context is built directly into the process, making every output more robust and complete.
Automated Notifications
HR teams, managers, and scheduling leads stay fully informed about absences — automatically and in full compliance with GDPR.
Near Real-Time Status
Track active eAU requests and their current processing status in one central view — reducing back-and-forth and accelerating decision-making.
Payroll Integration
Confirmed sick notes and master data are automatically imported and exported, enabling time management and payroll to work together seamlessly — with no manual handoffs or system breaks.
Visibility in Resource Scheduling
Absences are instantly reflected in the shift schedule — so you can factor in any gaps and find cover without delay.
Rights and Audit Logging
Access to health data is role-based, and every action is fully logged and auditable.
Digital Sick Leave Management for Retail and Adjacent Industries
The eAU workflow is the ideal solution wherever absences need to be reliably recorded, communicated quickly, and seamlessly integrated into downstream processes. It is particularly valuable for organizations with decentralized structures, shift operations, or a high volume of workforce scheduling requirements.
Retail and Multi-Location Organizations
Bakeries
Professional Services
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Frequently Asked Questions About Digital Sick Notes and eAU
What Is an eAU?
Since 2023, the electronic certificate of incapacity for work (eAU) has been the mandatory process through which employers electronically retrieve incapacity-for-work data for statutory health insurance members directly from health insurance providers. The paper certificate is no longer required for employers, though it remains relevant for employees in certain circumstances.
What is an eAU Workflow?
An eAU workflow digitizes the entire process — from submitting a sick note and electronically retrieving incapacity-for-work data, to forwarding that information to time management and payroll. The goal is a seamless, fully traceable process with no media discontinuities.
How do I report sick leave in the system?
Depending on your organization's setup, absences can be reported either by employees directly from their smartphones or logged by managers and HR at their desks. Both paths feed into the same workflow and automatically trigger the eAU retrieval process.
How does the software retrieve the eAU from the health insurance provider?
Once a sick note is submitted, the eAU is automatically requested from the central data receipt office. The status — pending, reported back, confirmed — is visible in one central location, eliminating the need for HR to chase down individual queries.
What are the legal implications of the eAU process for employers?
The eAU process is mandatory for employers. A legally compliant and fully auditable workflow for electronically retrieving, storing, and processing sick note data is therefore essential — both to mitigate compliance risks and to ensure accurate payroll processing.
How are pre-existing and subsequent conditions taken into account?
The workflow automatically detects connections between consecutive sick leave periods and accurately maps primary and subsequent illnesses accordingly. This is particularly critical for continued pay obligations and payroll handover.
Can the eAU workflow be integrated with payroll processing?
Yes. Relevant master data is imported directly from payroll, and confirmed sick notes and absences are automatically exported back. This means time management and payroll always work from the same data — with no manual handoffs or system breaks.
How is data privacy and GDPR compliance handled?
Health-related data demands the highest level of protection. This workflow enforces role-based access controls, comprehensive audit logs, and clearly defined data access paths — ensuring that sensitive absence information is only visible to and processed by authorized parties. Fully GDPR-compliant and audit-ready.
Which companies is this solution relevant for?
It's the ideal solution for any organization looking to streamline sick leave processing, optimize workforce planning, and seamlessly transfer absence data into HR and payroll systems — typically in retail, multi-location businesses, logistics, manufacturing, and distributed organizational structures.