Absence Rates Retention (Individual) Calculator FAQ
Answers to common questions about individual absence rates, attendance retention, inputs, formulas and result interpretation.
This FAQ explains how the individual absence and attendance retention calculator works, what to enter and how to interpret its results. It is designed for consistent record review and does not assess the reason for, legitimacy of or impact of an absence.
General calculator questions
Basic questions about what the calculator measures and when it can be used.
What does the individual absence rate calculator calculate?
It calculates total absence rate, attendance retention rate, retained working days, unplanned absence rate and average absence days per month.
Who is this calculator for?
It can be used to review one individual's attendance record over a selected period using scheduled days and recorded absences.
What is a retained working day?
It is a scheduled working day remaining after total recorded absence days are deducted.
Does the calculator judge whether an absence is acceptable?
No. It only describes recorded time. It does not assess circumstances, health needs, approval status or legitimacy.
Inputs and recording periods
Questions about entering scheduled days, absence days and reporting periods.
What counts as scheduled working days?
These are days the individual was expected to work in the reporting period. Non-working days should normally be excluded.
Should weekends and public holidays be included?
Usually no, unless they were scheduled working days for the individual and your reporting method includes them.
Can I enter half days or other partial absences?
Yes. Enter partial days as decimals, such as 0.5 or 1.5, if your records use day-based fractions.
Should annual leave be entered as absence?
Usually it should not be, provided annual leave is already excluded from scheduled days. Use your organisation's established definitions consistently.
What period length should I enter?
Enter the number of months covered by the scheduled-day and absence figures, from 1 to 24 months.
Formula and result questions
Questions about the calculation method and the relationship between outputs.
How is the absence rate calculated?
Total absence days are divided by scheduled working days and multiplied by 100.
How is the attendance retention rate calculated?
Retained working days are divided by scheduled working days and multiplied by 100.
Why do absence rate and attendance retention rate add up to 100%?
They use the same schedule: one measures time lost to total absence and the other measures the scheduled time retained. Display rounding may cause a small difference.
How is the unplanned absence rate calculated?
Unplanned absence days are divided by scheduled working days and multiplied by 100.
How is average absence per month calculated?
Total absence days are divided by the number of months in the reporting period.
Accuracy and interpretation
Questions about comparison, context and appropriate use of results.
Can I compare two individuals' absence rates?
A percentage comparison is more meaningful when both records use comparable periods, schedules and absence definitions. It still does not explain personal circumstances.
Why might two people with the same absence days have different absence rates?
They may have different numbers of scheduled working days. The same absence total is a larger percentage of a shorter schedule.
What does average team headcount do?
It divides total absence days by a chosen headcount for a simple per-person comparison. For one individual, set it to 1.
Can this result be used alone to make employment decisions?
No. A simple calculation should not be the sole basis for decisions and should be considered fairly, consistently and in line with applicable requirements.
What can make the calculation less reliable?
Mixed reporting periods, inconsistent absence categories, incorrect scheduled-day totals and rounding partial days can all affect the result.
How is an individual absence rate calculated?
Divide total absence days by scheduled working days for the same period, then multiply by 100.
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