Absence Rates Retention (Individual) Calculator Examples
Worked examples showing how individual absence rates, attendance retention and unplanned absence percentages are calculated.
These examples use different reporting periods and absence patterns to show how scheduled days, total absences and unplanned absences affect the results. Each result is descriptive and depends on using a consistent definition of scheduled time and absence.
Low absence over a full year
An individual was scheduled for 220 working days over 12 months and recorded 3 total absence days, including 2 unplanned days.
Input Summary
Scheduled working days
220 days
Total absence days
3 days
Unplanned absence days
2 days
Period length
12 months
Calculation Breakdown
- 1Retained days220 - 3217 days
- 2Absence rate(3 / 220) × 1001.4%
- 3Attendance retention(217 / 220) × 10098.6%
- 4Monthly absence average3 / 120.3 days per month
Result Summary
Monthly absence average
0.3 days per month
Absence Rates Retention (Individual) Calculator
The individual has a 1.4% absence rate, 98.6% attendance retention and 217 retained working days.
Six-month review with partial-day absences
An individual was scheduled for 105 days over six months and had 4.5 absence days, of which 3.5 days were unplanned.
Input Summary
Scheduled working days
105 days
Total absence days
4.5 days
Unplanned absence days
3.5 days
Period length
6 months
Calculation Breakdown
- 1Retained days105 - 4.5100.5 days
- 2Absence rate(4.5 / 105) × 1004.3%
- 3Unplanned absence rate(3.5 / 105) × 1003.3%
- 4Average absence per month4.5 / 60.8 days per month
Result Summary
Average absence per month
0.8 days per month
Absence Rates Retention (Individual) Calculator
The absence rate is 4.3%, with 95.7% of scheduled time retained and 3.3% recorded as unplanned absence.
Higher absence during a short review period
An individual was scheduled for 48 days over three months and recorded 6 absence days, all of them unplanned.
Input Summary
Scheduled working days
48 days
Total absence days
6 days
Unplanned absence days
6 days
Period length
3 months
Calculation Breakdown
- 1Retained days48 - 642 days
- 2Absence rate(6 / 48) × 10012.5%
- 3Attendance retention(42 / 48) × 10087.5%
- 4Monthly absence average6 / 32.0 days per month
Result Summary
Monthly absence average
2.0 days per month
Absence Rates Retention (Individual) Calculator
The individual has a 12.5% absence rate and 87.5% attendance retention over the three-month period.
Comparing an individual record with a group-size reference
A total of 18 absence days is being reviewed across a group with an average headcount of 6. One individual's separate schedule is not implied by this group calculation.
Input Summary
Total absence days
18 days
Average team headcount
6 people
Period length
12 months
Calculation Breakdown
- 1Absence days per person18 / 63.0 days per person
- 2Average absence per month18 / 121.5 days per month
Result Summary
Average absence per month
1.5 days per month
Absence Rates Retention (Individual) Calculator
The group-level reference is 3.0 absence days per person over the year.
How to Read Your Results
The absence rate is the percentage of scheduled working days recorded as absent.
Attendance retention is the percentage of scheduled time remaining after total absence is deducted.
Retained working days are a day count, while absence and retention rates are percentages.
Unplanned absence rate is part of the total absence rate when unplanned days are included in total absence days.
Compare results across periods only when scheduled-day and absence definitions are consistent.
Round displayed percentages for readability, but retain underlying decimals where possible.
Assumptions & Important Notes
- Each example uses scheduled days and absences from the same reporting period.
- Scheduled days are working days rather than calendar days.
- Unplanned absence is included within total absence in examples where both are shown.
- Examples are illustrative calculations and do not evaluate individual circumstances.
Related Examples
Frequently Asked Questions
Why is the percentage higher in a three-month example than an annual example?
The percentage depends on absence days relative to scheduled days. A short period has fewer scheduled days, so the same number of absence days can represent a larger share.
Can I calculate an absence rate for six months?
Yes. Enter the scheduled days and total absence days for those same six months, then select six as the period length.
Should I round 4.5 absence days to 5 days?
Not if the records support partial days. Keeping decimals gives a more precise result.
Why is unplanned absence lower than total absence in some examples?
Unplanned absence is usually a subset of the total. The difference may represent other recorded absence categories under the chosen definition.
What should headcount be for a single person?
Use 1. This makes absence days per person equal to that individual's total absence days.
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