Absence Rate Calculator


Monitor the absenteeism rate of your employees

absence at work

Have you ever wondered if your employee absenteeism rate is higher than it should be?

Maybe you're worried that it's hurting your business, or perhaps you just want to know if you can do anything to improve the situation.

Either way, we can help! Our absence rate calculator, CalcoPolis, is a simple tool that makes it easy for you to see if there might be an issue with absenteeism—so you can address it before it becomes a major problem.

Moreover, today we’ll tell you all about:

  • What’s the absence rate

  • How to calculate it

  • Why is it important to know the absence rate

  • How to reduce absenteeism in your company

What Is the Absence Rate?

The absence rate is a measurement of how many people are out of work at any given time period. It's also called the absentee rate or the absenteeism rate.

This can be measured in any number of ways, but it's usually expressed as a percentage of all employees who are supposed to be working during that period.

How to Calculate the Absence Rate?

Calculating the absence rate is a fairly straightforward process. Here's how:

  • Determine the period of time for which you want to know the absence rate

  • Work out the total number of employees in that period (If it’s a different number than the current one, then use the average number of employees)

  • Calculate how many workdays there were in that period by subtracting any days off (weekends and holidays).

After gathering all the data, use this formula:

Absence rate= Total days absent ÷ (Number of employees × Number of workdays) × 100

Why Is Absence Monitoring Crucial for Your Business?


Knowing your employees' absence rate is essential for various reasons, including:

1. Provides Realistic Information About the Number of Employees Needed

If you know roughly the percentage of people who will be off work at any given time, then you’ll be able to assess staffing requirements more easily.

For example, if you know that 10% of your employees are going on vacation at the same time, then you’ll have a better idea of how many people you need to hire temporarily.

2. Allows to Calculate Staff Required to Cover Shifts (Store, Restaurant, or Factory)

When you know how many days an employee will be out of the office, you can plan ahead and ensure that someone else can handle their duties.

Often, you can deal with staffing shortages by dividing work or shifts among your remaining employees or by taking on some of the pressure yourself.

3. Allows to Identify Good Employees

When employees have a strong attendance record, it shows that they're reliable and dependable. This can be especially valuable in the case of a high-pressure job!

If an employee skips on work too much, it may be a sign that they're not cut out for the job.

4. Allows to Keep Service Quality

When you have a high absence rate, it's easy to lose employees and hard to fill positions! This can lead to a drop in service quality, which can turn off customers and hurt your business.

Absence monitoring helps you keep track of employee absences so that you can address issues before they become big problems.

Impact of Absenteeism on Company Productivity

Absenteeism, a recurrent concern in many companies, extends its influence far beyond just the absent worker. The ripple effects of a high employee absence rate can disrupt an organization's functionality and diminish its productivity, leading human resource departments to prioritize absence management.

Let’s delve into the intricate relationship between absenteeism and productivity.

  1. Workflow Disruption: When an employee is absent, especially without prior notice, it creates an immediate gap in the workflow. Other team members may need to step in to fill that void, leading to potential delays in project timelines and service delivery.

  2. Cost Implications: The direct costs associated with high absenteeism can be staggering. Companies might need to hire temporary replacements or pay overtime to other employees to cover for the absent colleague. Moreover, there's a hidden cost associated with the decreased output and potential business opportunities missed. Using an absence percentage calculator can provide a clear picture of the financial implications tied to a particular absence percentage.

  3. Reduced Morale: Constantly covering for absent colleagues can take a toll on the morale of the team. If the employee absence rate is high and consistently so, it can lead to frustrations, where present employees feel overburdened and undervalued.

  4. Quality of Work: With high absenteeism, the quality of work often takes a hit. In their attempt to cover for absentees, employees might rush tasks, leading to errors, omissions, or subpar outputs. This could also tarnish the company's reputation in the long run.

  5. Human Resource Challenges: Managing high absenteeism becomes a pivotal task for human resource departments. They not only have to handle the immediate challenges of total absence, such as reassigning tasks or managing sick leave policies, but also delve into understanding underlying causes and crafting strategies to mitigate them.

  6. Lost Business Opportunities: Companies may miss out on business opportunities with reduced productivity. For instance, a sales representative on an unexpected leave might miss a crucial client meeting, leading to lost deals.

  7. Operational Inefficiencies: In sectors where timely delivery is crucial, like manufacturing or service industries, absence can cause significant operational hitches. Machines might remain idle, orders might get delayed, and in worst cases, entire production lines or services might be halted due to the absence of critical staff.

While occasional absences are understandable and even expected, a high absenteeism rate points to deeper issues within the organization. Effective absence management strategies, aided by tools like the absence percentage calculator, can help companies keep track of their employee absence rate, understand the cost of absence, and take proactive measures.

Remember, it's not just about managing absence but creating an environment where employees feel valued, motivated, and present.

How to Improve the Absence Rate in Your Company?


If your company’s rate is higher than the average, here are a few ideas:

1. Reward Employees With Low or No Absences in the Previous Month

There's no better way to incentivize employees to show up for work every day than by rewarding them for it.

One way to do this is with a gift card; another is with an award ceremony where employees can be recognized for their hard work and dedication.

2. Offer Full-Time Employment Rather Than Part-Time Jobs

One of the best ways to improve your company's absence rate is to offer full-time employment rather than part-time jobs.

Part-time jobs can be stressful and often don't offer the same benefits as full-time employment, which can lead to employees feeling stressed out. These feelings can cause them to take sick days or even quit their jobs entirely.

3. Take Care of the Comfort of Work in Your Company

Basically, if your employees aren’t comfortable, they won’t want to be there. That can lead to stress, which can lead to illness and an increased chance of being absent.

So, if you want to keep your employees healthy and happy, it’s important that their office environment is conducive to good health.

Other helpful tools

If you are small business owner, you can find many more useful tools that help you grow your company. The billing rate calculator can help your determine how much you should charge your customers by the work made by your employees.  The gross pay calculator on the other hand will help you calculate the gross salary for your employees, including overhours.

If you are a freelancer or solopreneur you may find our billable hours calculator helpful in determining how much you should get paid for your work.


Created by Lucas Krysiak on 2022-11-17 15:55:05 | Last review by Mike Kozminsky on 2022-11-29 18:04:17

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