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Absence Management Template
An absence management template to log absences, reasons, and return-to-work actions so HR can track patterns, support employees, and stay compliant.
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What you get
- An absence log with type, dates, duration, and notification details
- A Bradford Factor-style scoring approach to surface frequent short absences
- Return-to-work and follow-up action prompts
- A summary view to monitor absence rate across the team
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Tracker details
- Team / department
- Period
- Total working days in period
Absence log
| Employee | Type | Start | End | Days | Notified on time? | Return-to-work done? |
|---|---|---|---|---|---|---|
| Alex Rivera | Sick | 2 | Yes | Yes |
Pattern summary (Bradford-style)
| Employee | Spells (S) | Total days (D) | Score (S x S x D) | Action |
|---|---|---|---|---|
| Alex Rivera | 4 | 6 | 96 | Informal check-in |
The Bradford Factor weights frequent short absences more heavily than one long one: Score = Spells x Spells x Total days. Set trigger points (e.g. 50, 125, 200) for an informal chat, formal review, and escalation. Use it as a prompt for support, not automatic discipline.
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How to use this template
- 1
Record each absence
Log the absence type, dates, total days, and whether the employee notified their manager in time.
- 2
Score the pattern
Use the spells and days columns to calculate a Bradford-style score that highlights frequent short absences.
- 3
Follow up
Run a return-to-work conversation for longer or repeated absences and record any agreed support.
Frequently asked questions
What is the Bradford Factor?
It is a scoring method that weights the number of separate absence spells more heavily than total days, since frequent short absences are more disruptive. The formula is spells x spells x total days. Use it to flag people for a supportive conversation.
What is a return-to-work conversation?
A short, informal chat when someone comes back from absence. It confirms they are well enough to work, catches any underlying issue early, and signals that absences are noticed and supported rather than ignored.
How do I stay fair and compliant?
Apply triggers consistently, document conversations, and treat the score as a prompt for support rather than punishment. Be mindful of disability-related absences, which may need reasonable adjustments and should be handled separately.