Absence Rates Hours (Team) Calculator
Calculate your team’s absence rate from total scheduled working hours and recorded absence hours.
Overview
Use this team absence rate calculator to compare total absence hours with the hours your team was scheduled to work. Enter the team size, standard daily hours, working days in the period and total absence hours to see the absence rate and equivalent workdays lost.
How it works
The calculator first multiplies team size, standard daily hours and working days to estimate total scheduled team hours. It then divides total absence hours by scheduled hours and multiplies by 100 to calculate the absence rate. Attendance rate is the remaining percentage, while equivalent workdays lost converts absence hours using the standard daily hours entered.
How to use this calculator
- 1Enter the number of employees included in the team.
- 2Add each employee’s standard scheduled hours per working day.
- 3Enter the number of working days in the reporting period.
- 4Add the team’s total recorded absence hours.
- 5Review the absence rate alongside scheduled hours and workdays lost.
Example Calculation
Team size
10
Working hours per employee per day
8
Working days in period
22
Total absence hours
48
Team absence rate
2.73%
A team of 10 working 8 hours a day over 22 working days has 1,760 scheduled hours. With 48 absence hours, the absence rate is approximately 2.73%, equal to 6 standard workdays lost.
Frequently asked questions
How is a team absence rate calculated from hours?
Divide total absence hours by total scheduled working hours for the same team and period, then multiply by 100.
What hours should be included in scheduled hours?
Use the hours employees were expected to work in the reporting period. Apply the same scope consistently when comparing periods.
Should annual leave be included as absence?
That depends on your organisation’s reporting definition. Annual leave is commonly tracked separately from unplanned absence, so use a consistent policy.
What is a good absence rate?
There is no single target that suits every team or sector. Compare results over time and consider team size, seasonality, working patterns and your reporting rules.
Why use hours instead of days for absence rates?
Hours can give a fairer comparison when employees have different shift lengths, part-time schedules or varied working patterns.
Can the absence rate be more than 100%?
It can occur if entered absence hours exceed scheduled hours, usually because the two figures cover different periods, people or categories. Check the inputs if this happens.
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Assumptions and warnings
Assumptions
- All team members are assumed to have the same standard scheduled hours per working day.
- The team size and scheduled working days are assumed to be representative of the full reporting period.
- Absence hours should include only the absence categories you want to measure.
- The result is a descriptive percentage and does not explain the reasons for absence.
Warnings
- Check that absence hours and scheduled hours cover the same team, dates and absence categories before comparing reporting periods.