Absence Rates Attendance Calculator
Calculate employee absence and attendance rates from total scheduled workdays and recorded absence days.
Overview
This absence rates attendance calculator estimates the percentage of scheduled employee workdays lost to absence and the corresponding attendance rate. Enter the number of employees, their scheduled workdays, and the total absence days for a weekly, monthly, quarterly, annual, or custom reporting period.
How it works
The calculator first multiplies the number of employees by scheduled workdays per employee to find total scheduled workdays. It then divides total absence days by scheduled workdays and multiplies by 100 to calculate the absence rate. Attendance rate is the remaining scheduled time after absences, expressed as a percentage. For reliable comparisons, use the same reporting rules and period length each time.
How to use this calculator
- 1Choose the reporting period you want to review.
- 2Enter the number of employees included in the group.
- 3Enter the scheduled workdays per employee for that period.
- 4Add the total absence days recorded for the group.
- 5Review the absence rate, attendance rate, and supporting workday totals.
Example Calculation
Number of employees
25
Scheduled workdays per employee
22
Total absence days
18
Reporting period
monthly
Absence rate
3.3%
With 25 employees scheduled for 22 workdays each, there are 550 scheduled workdays. Eighteen absence days produce an absence rate of about 3.3% and an attendance rate of about 96.7%.
Frequently asked questions
How is the absence rate calculated?
Absence rate equals total absence days divided by total scheduled workdays, multiplied by 100. Total scheduled workdays are the number of employees multiplied by scheduled workdays per employee.
What is the difference between absence rate and attendance rate?
Absence rate shows the percentage of scheduled time lost to absence. Attendance rate shows the percentage of scheduled time attended; under this calculation, it is the remainder after absence.
Should annual leave be included in absence days?
That depends on your organisation's reporting policy. Annual leave is often excluded from absence reporting because it is planned time away, but it should also be excluded from scheduled workdays if you want a like-for-like measure.
How should part-day absences be entered?
Convert part-day absences into day equivalents. For example, four half-day absences equal two absence days.
Can I compare absence rates between departments?
Yes, provided each department uses consistent definitions for scheduled workdays and absence days. Consider different working patterns, employee numbers, and reporting periods when interpreting results.
What does a high absence rate mean?
A higher rate means a greater share of scheduled work time was lost to recorded absence. Review it alongside the reporting period, workforce size, seasonal patterns, and your organisation's absence categories.
Explore Related Calculators
Assumptions and warnings
Assumptions
- Each employee is assumed to have the same number of scheduled workdays in the selected period.
- Absence days are measured as full-day or part-day equivalents and are recorded consistently.
- The calculation compares absence days with scheduled workdays, not calendar days.
- The result is a summary measure and does not identify reasons for absence or account for staffing changes within the period.
Warnings
- Check that absence days do not exceed total scheduled workdays, as this can indicate an input or recording error.
- Use consistent inclusion rules for holidays, approved leave, sickness, and part-time employees when comparing periods.