In dealerships, every absence is felt. When a technician is off on short-term disability or an advisor goes on leave unexpectedly, the gaps ripple across the team.

Most dealerships manage medical leaves with a mix of memory, paper files, and good intentions. It works—until it doesn’t.

Here’s the problem: medical leaves aren’t rare. And when they’re mishandled, they don’t just affect the individual—they affect the entire operation.

Let’s Talk Real Impact

A few scenarios we’ve seen firsthand:

• A service advisor went on leave, but no one updated their scheduled callbacks. Customers were left hanging, and CSI scores took a hit.
• A parts manager took time off for surgery, and because documentation wasn’t clear, HR didn’t file the correct paperwork on time, resulting in a WSIB complaint.
• A sales manager took stress leave, but leadership failed to communicate coverage expectations. Their team floundered, morale dropped, and two reps quit within weeks.

In each case, the dealership lost productivity, incurred hidden costs, and damaged trust. These weren’t intentional oversights—they were process failures.

What Dealerships Can Do Differently

Here are five strategies dealerships can implement right now to better manage medical leaves and protect operations:

1. Establish a Clear Leave Protocol

Create a standardized intake process for all types of leave—sick, short-term, long-term, or intermittent. Include:

• Required forms and timelines
• Point of contact for questions
• Step-by-step guidance for the employee and their manager

Tip: A visual flowchart posted in the HR office or shared internally helps keep everyone aligned.

2. Document Every Step

Lack of documentation is one of the biggest risks. Document:

• Dates of communication
• Types of leave requested
• Accommodations offered
• Return-to-work discussions

Reminder: Documentation isn’t about mistrust—it’s about protection (for both the employee and the dealership).

3. Train Managers on What They Can—and Can’t—Say

Front-line managers often walk a legal tightrope. Make sure they understand:

• How to acknowledge leave without probing for private health info
• What updates are they allowed to request
• How to maintain team coverage while respecting privacy

Invest 30 minutes in manager training and you’ll avoid hours of cleanup later.

4. Plan the Return Before They Leave

Don’t wait until the return-to-work date. Collaborate on:

• Any modified duties needed
• A phase-back schedule, if applicable
• Communication with the team to prevent confusion or resentment

5. Track Trends Over Time

If one department has high intermittent leave, it could signal a workload, culture, or burnout issue, not just health concerns. Spotting trends can lead to better operational decisions.

What the Data Tells Us

• Absenteeism costs Canadian employers approximately $2,000 per employee per year (Conference Board of Canada)
• Unscheduled absenteeism costs U.S. businesses $3,600 per hourly employee per year (Circadian, workforce solutions)
• Companies with formal leave processes see 25% fewer return-to-work conflicts (Mercer Leave Management Survey)

Absenteeism isn’t just a people issue—it’s an operations issue. And the best dealerships know how to handle both.

Let’s Keep the Conversation Going

Would your management team benefit from a short training on how to better manage medical leaves?

We’ve built simple frameworks and manager guides for dealerships just like yours—and we’re happy to share what’s working.

Send us a message us directly if you’d like to receive a free leave management training guide.