Absence Rates Retention (Individual) Calculator
Calculate an individual's absence rate, attendance rate and retained working time from scheduled days and recorded absences.
Overview
Use this individual absence rate calculator to turn scheduled working days and recorded absences into a clear absence rate, attendance retention rate and monthly absence average. It can help employees and managers review attendance over a chosen period using consistent figures.
How it works
The calculator divides total absence days by scheduled working days to find the absence rate. It subtracts absence days from scheduled days to estimate retained working days, then divides retained days by scheduled days to calculate the attendance retention rate. Unplanned absence is shown as a separate percentage of scheduled time, while the monthly average spreads total absence days across the selected number of months.
How to use this calculator
- 1Enter the total scheduled working days for the reporting period.
- 2Add the individual’s total recorded absence days.
- 3Enter the number of unplanned absence days, if you want to view this separately.
- 4Choose the number of months covered by the records.
- 5Keep average team headcount at 1 for an individual result, then review the absence and retention rates.
Example Calculation
Scheduled working days
220
Total absence days
8
Unplanned absence days
5
Period length
12
Average team headcount
1
Absence rate
3.6%
With 220 scheduled days and 8 absence days, the absence rate is 3.6%. The individual retains 212 working days and has a 96.4% attendance retention rate.
Frequently asked questions
How is an individual absence rate calculated?
Divide total absence days by scheduled working days for the same period, then multiply by 100. For example, 8 absence days out of 220 scheduled days is an absence rate of about 3.6%.
What is an attendance retention rate?
In this calculator, it is the proportion of scheduled working days retained after absence days are deducted. It is the inverse of the total absence rate when both use the same records.
Should annual leave be included as absence?
Usually no. Scheduled days should normally exclude approved annual leave and other planned non-working days, unless your organisation’s reporting definition says otherwise.
Can I include half-day absences?
Yes. Enter partial days as decimals, such as 0.5 for a half day or 1.5 for one and a half days.
What is the difference between total and unplanned absence?
Total absence includes every absence category you choose to record. Unplanned absence is a subset for absences that were not arranged in advance, such as sickness or emergencies.
Why can an absence rate not explain performance or commitment?
An absence percentage only measures time recorded as absent. It does not show the circumstances, health needs, approved arrangements, workload or an individual's contribution while at work.
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Assumptions and warnings
Assumptions
- All inputs relate to the same reporting period.
- Scheduled days exclude non-working days, such as weekends, holidays and days before employment began.
- Absence days are counted consistently and may include partial days as decimal values.
- Attendance retention is calculated as scheduled days less total absence days.
- Results are descriptive estimates and do not indicate the reason for, legitimacy of or impact of an absence.
Warnings
- Use absence data fairly, consistently and in line with applicable employment, privacy and equality requirements.
- This calculator supports recordkeeping and discussion; it should not be the sole basis for employment decisions.