According to the popular adage, what you don’t know can’t hurt you. However, in many cases, the reverse is also true – what you don’t know can’t help you either. When it comes to staff absences, it’s crucial to know as much as possible.
The more data on employee absence you have at your disposal, the better you can prepare for them. Absence data is most useful when it is readily available and up-to-date. Collecting and analysing absence data can reveal patterns, which would otherwise go unnoticed, that enable you to make better strategic decisions.
Trends can be identified when absence data is compared across different time periods or employee groups. Additionally, absence data can be affected by external factors such as policy changes or health crises.
Early access to absence data releases allows businesses to respond proactively to emerging trends. Following each new data release, businesses should review and update their absence management strategies.
With that as our goal, let’s look at the best ways to use absence data within your business
Introduction to Absence Management
Absence management is a vital component of running successful schools in England, directly impacting pupil attendance, learning outcomes, and overall school performance. The Department for Education (DfE) closely monitors and publishes data on absence rates, providing schools with the information they need to address absenteeism effectively. As of June 2025, the overall absence rate in schools was 6.8%, with authorised absences accounting for 4.1% and unauthorised absence rates at 2.7%. These figures highlight the ongoing challenge of maintaining high attendance and minimising unauthorised absence. By understanding the underlying causes and patterns of absence, schools can implement targeted strategies to support pupils, improve attendance, and ensure every child has access to quality education. Effective absence management not only benefits individual pupils but also strengthens the entire school community, making it a top priority for educational leaders and the Department for Education alike.
Understanding Absence Rates
Absence rates can vary significantly depending on the type of school and the needs of the pupil population. In 2023, primary schools reported an absence rate of 5.5%, while secondary schools experienced a higher absence rate of 7.3%. Special schools, which often serve pupils with more complex needs, faced an average absence rate of 11.4% in the same year. These differences underscore the importance of tailored approaches to absence management across different school settings. Local authorities play a key role in supporting schools to monitor and address attendance issues, working closely with the Department for Education to track trends and provide guidance. The latest data, released in July 2025, shows a slight increase in unauthorised absence rates, signalling the need for ongoing attention and targeted interventions. By regularly reviewing absence data and comparing rates across school types, education leaders can identify areas for improvement and share best practices to reduce absence and support pupil success.
Data Quality and Sources
Reliable absence data is essential for making informed decisions in education. The Department for Education collects pupil attendance and absence data from schools through daily and fortnightly returns, ensuring a comprehensive and up-to-date picture of attendance patterns. This data undergoes rigorous quality checks and validation processes to maintain accuracy and trustworthiness. Official statistics in development, such as those published on 20 March 2025, offer valuable insights into emerging trends and help schools and policymakers respond proactively. Annual reports on pupil absence, published by the DfE, include detailed breakdowns of absence rates, reasons for absence, and pupil characteristics, providing a rich source of information for analysis. These official statistics are crucial for schools, local authorities, and the wider education sector to understand the factors driving absence and to develop effective, evidence-based strategies for improvement.
Identifying absence rate trends for individual employees
One of the main benefits of collecting absence data is to identify patterns for particular members of staff. Usually, it’s pretty easy to notice if an employee is calling in sick a lot, but other patterns aren’t so easy to spot. For instance, what if you come to discover that an employee tends to call in sick on certain days of the week (namely a Friday or Monday)? Or, if they always seem to be absent for the same number of days every time? Absence trends can also vary by age, with different age groups potentially exhibiting distinct patterns in sickness absence rates.
Now, this could mean nothing and merely be coincidental, but there’s also a chance said employee isn’t being entirely honest about their reasons for not coming into work. With the right data, you can identify potential issues and address them before they escalate.
Identifying employees who aren’t taking enough annual leave
Absence data is also invaluable for highlighting members of staff who aren’t using their annual leave allowance. Having this information to hand allows you to easily spot which employees have worked long periods without a day off and could be on the verge of burning out. With the right data, you can prevent this from happening and suggest they take some time off – before they’re forced to.
To determine every reason for employee absence
Recording and analysing absence data reveals all the reasons your employees have been absent over a specified period. Now, while most absences, such as annual leave are inevitable, you may come to find that you have more influence over other reasons for absence than you realised.
If, for instance, you discover that an unusually high number of your staff frequently suffer from headaches, you may need to address the lighting in your office. Similarly, if you have increasingly high incidences of neck pain or backache, it might be wise to look at your office furniture. Overall employee health, including both physical and mental health conditions, can significantly impact absence rates. The impact of COVID-19 on employee absences has also been substantial, with the pandemic leading to increased absence rates in many businesses. In 2022, many organizations saw record levels of sickness absence, which can be used as a benchmark for comparison. There could be a myriad of reasons your employees are taking sick days which you could help prevent. If data is available, consider the percentage of absences attributed to specific health reasons to better understand trends.
In addition, you may occasionally be faced with an employee being absent for a reason you hadn’t accounted for and, consequently, couldn’t prepare for. Worse still, if said employee is an instrumental part of your company, having no contingency could result in a productivity bottleneck and seriously impact your business. Worse still, said employee could be a crucial part of the business and their absence negatively impacted the business. By taking note of each new absence you’re faced with, as well as how you plan to deal with it going forward, you’ll be better prepared in the event it happens again. When tracking absences, it is important to consider the term or period over which absences are analyzed to identify patterns and plan accordingly.
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Absence data is only useful to your business if you consistently collect and analyse it. Our online leave management system allows you to do this effortlessly, storing data on every absence you record and allowing you to create comprehensive reports on staff absence for any period.
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Official Statistics and Benchmarks
Official statistics on pupil attendance and absence serve as a benchmark for schools and local authorities, enabling them to monitor progress and evaluate the impact of their absence management strategies. The Department for Education regularly publishes updates on absence rates at the national, regional, and local authority levels, providing a clear picture of where improvements are needed. These statistics help set targets and inform policy decisions, driving efforts to raise attendance and reduce unauthorised absence. In September 2024, the DfE introduced new measures to support schools with higher absence rates, including the deployment of attendance mentors and increased funding for targeted interventions. By leveraging official statistics and comparing their own data to national and local benchmarks, schools can identify strengths and areas for development, ensuring that every pupil has the best possible chance to attend and succeed.
Business Continuity Planning
Effective business continuity planning is essential for schools to manage absence and maintain high standards of education, even during periods of disruption. This involves preparing for staff and pupil absences, developing strategies to minimise the impact on teaching and learning, and ensuring that school operations can continue smoothly. The Department for Education provides updated guidance and resources to help schools create robust business continuity plans, including practical advice on managing absence, communicating with parents, and maintaining essential services. In April 2025, the DfE published new guidance that includes templates and examples of best practice, supporting schools to be proactive and resilient. By prioritising business continuity planning, schools can reduce the risk of disruption, safeguard pupil progress, and ensure that education remains accessible to all, regardless of the challenges they may face.
