Absence Rates Retention Calculator
Calculate employee absence rates, staff retention and the estimated cost of lost working days for a chosen reporting period.
Overview
This Absence Rates Retention Calculator helps you estimate how much scheduled work time was lost to absence, what proportion of starting employees were retained, and the estimated direct cost of absence. Enter your opening headcount, leavers, scheduled workdays, total absence days and estimated daily cost.
How it works
Employee retention is calculated by subtracting leavers from the opening headcount, then dividing the result by the opening headcount. The absence rate is total absence days divided by the total scheduled working days available, expressed as a percentage. Estimated absence cost is the total absence days multiplied by your cost per absence day.
How to use this calculator
- 1Enter the number of employees at the start of the reporting period.
- 2Add the number of those employees who left during the period.
- 3Enter the scheduled working days for one employee in the same period.
- 4Add the total absence days recorded across the workforce.
- 5Enter an estimated cost per absence day and review the results.
Example Calculation
Employees at start of period
100
Employees who left
8
Working days per employee
260
Total absence days
450
Estimated cost per absence day
$180
Employee retention rate
92.0%
With 100 opening employees, 8 leavers, 450 absence days and a daily cost of 180, retention is 92.0%, absence is about 1.7%, and estimated absence cost is 81,000.
Frequently asked questions
How is the employee absence rate calculated?
The calculator divides total absence days by the total scheduled working days available during the period, then multiplies the result by 100.
How is employee retention calculated?
It divides the number of opening employees who remained employed by the number of employees at the start of the period.
Should new hires be included in the retention rate?
This simple retention measure focuses on the opening workforce. New hires are not included in the retained employee count.
What should be included in absence days?
Use the absence categories your organisation tracks, such as sickness or unplanned leave. Apply the same definition each period for meaningful comparisons.
Does the estimated absence cost include lost productivity?
Not necessarily. It only multiplies absence days by the cost per day you enter. You can include an estimated productivity or cover cost in that input if appropriate.
Can I use this calculator for monthly reporting?
Yes. Use the opening headcount, scheduled working days and absence days for the same monthly reporting period.
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Assumptions and warnings
Assumptions
- Retention is calculated from employees present at the start of the reporting period who did not leave during that period.
- The absence rate uses the opening headcount multiplied by scheduled working days per employee as the available-workday base.
- Absence days should be recorded consistently, including only the absence categories you want to monitor.
- Estimated absence cost is based on the cost per day entered and may not include all indirect costs.
Warnings
- This calculator provides workforce estimates only; use consistent HR records and definitions when comparing reporting periods.
- Absence and retention figures can be affected by joiners, part-time schedules, planned leave and changes in headcount.】【：】【“】【