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Return to Work

A Return to Work (RTW) conversation is a brief, structured check-in with an employee after they have been absent. It is one of the most effective tools for reducing repeat absences, catching early signs of workplace issues, and demonstrating that you care about your team's wellbeing.

StaffBrik automates the tracking and prompting of RTW conversations so nothing slips through the cracks - even during your busiest service periods.

When Is a Return to Work Triggered?​

An RTW checklist is automatically generated when an employee's absence meets or exceeds the RTW threshold. By default, this is set to 3 days, but you can configure it in StaffBrik Settings.

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The threshold is measured in calendar days, not working days. A Friday-to-Sunday absence counts as 3 days even if the employee was only scheduled to work on Friday.

Some operators choose to trigger RTW conversations for every absence regardless of duration. You can set the threshold to 1 day if you prefer this approach.

What the RTW Conversation Covers​

The RTW checklist guides you through the key points of a good return-to-work conversation:

  1. Welcome back - Acknowledge the absence and express that the employee was missed.
  2. Reason for absence - Confirm the reason (already recorded in the absence log) and check whether the employee feels well enough to return.
  3. Fit for work - Is the employee fully fit, or do they need any temporary adjustments? For example, a kitchen porter returning after a back injury might need to avoid heavy lifting for a week.
  4. GP or medical input - Has the employee seen a doctor? Is there a fit note? Are there any recommendations from their GP?
  5. Workplace factors - Was the absence related to anything at work? Stress, workload, a difficult customer interaction, issues with a colleague?
  6. Support needed - Is there anything you can do to help prevent a recurrence? Adjusted hours, a phased return, a change of duties?
  7. Absence record - Inform the employee of their current absence record (StaffBrik provides this automatically). If their Bradford Factor score is elevated, discuss the pattern without being punitive.
tip

Keep RTW conversations supportive, not interrogative. A cafe team member who has been off with flu does not need a formal interview - a five-minute chat over a cup of tea is fine. The checklist ensures you cover the essentials without making it feel like a disciplinary process.

AI-Assisted RTW Guidance​

StaffBrik provides AI-generated guidance tailored to the specific absence. This might include:

  • Relevant employment law - e.g. reminding you that you cannot ask for a fit note for absences under 7 days.
  • Suggested adjustments - based on the absence category and duration, the AI may suggest reasonable adjustments to discuss.
  • Conversation prompts - helpful phrasing for sensitive topics, particularly around disability-related absences or mental health.
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The AI guidance is advisory only. It does not replace professional HR or legal advice. For complex situations - such as long-term sickness, disability adjustments, or performance management - consult your HR provider.

Completing the RTW​

Once you have had the conversation:

  1. Navigate to StaffBrik > Absences and find the absence record.
  2. Open the Return to Work section.
  3. Work through the checklist, ticking off each item and adding notes where relevant.
  4. Click Mark as Complete.

The RTW record is saved against the absence and the employee's profile. This creates an audit trail that demonstrates you are managing absences consistently and fairly.

Pending RTW Tracking​

Uncompleted RTW conversations appear as dashboard alerts in StaffBrik. This ensures they are not forgotten - which can easily happen in a busy restaurant or bakery where managers are juggling service, deliveries, and staffing.

The dashboard shows:

  • Employee name and the absence dates.
  • Days since return - how long the RTW has been outstanding.
  • A direct link to complete the RTW checklist.
caution

Outstanding RTW conversations should be completed as soon as practically possible after the employee returns - ideally on their first shift back. The longer you leave it, the less useful the conversation becomes, and it weakens your position if absence management escalates to a formal process later.

Why RTW Conversations Matter​

Research consistently shows that organisations that conduct return-to-work conversations see a measurable reduction in short-term absence rates. In hospitality, where margins are tight and every missing team member means someone else picks up the slack, this is time well invested.

A good RTW conversation:

  • Shows your team you notice and care when they are absent.
  • Catches early signs of burnout, workplace conflict, or health issues.
  • Creates a fair and consistent record if formal action becomes necessary.
  • Reduces repeat short-term absences by up to 30% (CIPD data).