HR metrics: how to calculate employee turnover and absenteeism rates

How do you set up HR metrics reporting?

HR metrics reporting starts with writing down the definition of each metric; without a fixed formula and counting rule, two people will get different results from the same data. After the definition, you choose the data source, the reporting frequency and who interprets the result.

1. Write the definition. Is headcount the figure on a given day or the period average? Does the leaving date count as a working day? Decide once and keep it.
2. Use one data source. Headcount should come from the özlük dosyası (personnel file), absence from the puantaj (monthly attendance ledger) and cost from finalised payroll. Never take the same number from two different sheets.
3. Set the frequency. Track fast-moving metrics monthly and structural ones quarterly or yearly.
4. Choose the breakdown. A company-wide rate can hide the problem; look by department, location and position.
5. Watch the trend. Put the last 12 months side by side instead of a single month, and note the next action in every report.

How do you calculate employee turnover rate and absenteeism rate?

Employee turnover rate is the number of leavers in a period divided by the period's average headcount, multiplied by 100. Absenteeism rate is the number of working days lost to absence divided by total planned working days, multiplied by 100. In both formulas, how you define the denominator drives the result.

Employee turnover rate

Turnover rate = Leavers in the period ÷ Average headcount × 100
Average headcount is usually taken as (opening headcount + closing headcount) ÷ 2.

Example (illustrative figures): a company with 48 employees at the start of the month and 52 at the end has an average of 50. If 2 people left during the month, the monthly turnover rate is 2 ÷ 50 × 100 = 4%.

Absenteeism rate

Absenteeism rate = Days absent ÷ Planned working days × 100
Planned working days are headcount multiplied by the working days in the period; annual leave and public holidays are usually left out of planned days.

Example (illustrative figures): in a month with 20 employees and 22 working days, planned working days total 440. With 11 days of absence in total, the absenteeism rate is 11 ÷ 440 × 100 = 2.5%.

Which HR metrics should you track regularly?

The HR metrics worth tracking regularly form a small set that shows the size, losses, attendance and cost of your workforce together. The ten metrics below are enough for most companies as a starting point; the table gives each formula and how often to track it.

Where do HR reports in spreadsheets break down?

In spreadsheet HR reports, the problem is rarely the formula; it is the data being compiled by hand from different files every month. When definitions are not written down and source files change afterwards, the meeting argues about the number itself and the decision slips.

• Definitions vary by person: one person uses the month-end figure, another the monthly average, and turnover is presented as two different numbers.
• Sources disagree: headcount comes from the personnel list and cost from the payroll file, and the two lists count different people.
• Past months disappear: once the file is overwritten, last month's result cannot be reproduced.
• Small groups are exposed: the average pay of a two-person department stays in the table and reveals one person's salary.

How do you get HR reports in Sora İK?

Sora İK builds six ready-made reports from data already entered in the personnel file, leave, PDKS (personnel attendance control system), attendance ledger and payroll modules, with no separate upload. Each report states its counting rule and formula at the top; because definitions are fixed, months are compared on the same measure.

The six reports cover headcount; hires, exits and turnover; leave usage; the PDKS summary; length of service and age distribution; and payroll cost. You can view headcount by department, position and employment type. Turnover uses the mean of opening and closing monthly headcount and shows the 12 months ending with the month you select. The PDKS summary gives late and absent days by department from the attendance ledger. Payroll cost draws only on finalised payrolls.

Every report can be downloaded in CSV, with column headers in Turkish or English. On the roadmap: filtering by department or position, building your own report by picking fields, tailoring metric definitions to each company, separating voluntary from involuntary exits, and reports for recruiting, performance and training. For a rate the ready-made reports do not cover, use the CSV in your own spreadsheet.

For plans, see Sora İK pricing; for the report definitions in detail, see Reporting & People Analytics — full feature list.

What should IT and management watch in HR reporting?

HR reports show aggregate numbers, yet in a small group they can reveal one person's age or pay. Decide in advance who sees which scope, how small groups are hidden and where downloaded files are kept, before the first report leaves the system.

• Scope permissions: in Sora İK, a team manager sees only themselves and their team, and the payroll cost report also requires payroll permission. Permissions are managed through role and permission definitions.
• Small-group rule: in age and length-of-service distributions and in payroll cost by department, Sora İK shows groups of fewer than three people as “hidden”, and hides one more group so the value cannot be worked back from the total. Use a similar threshold in your own spreadsheets.
• Download logging: every CSV download in Sora İK is written to the audit log. At present, anyone with access to a report can download it as well; a separate download permission is on the roadmap.
• Branch and department breakdowns: when comparing locations, make sure every branch applies the same definition.
• File policy: a downloaded report may contain personal data; write the storage and sharing rule into your KVKK (Türkiye's Personal Data Protection Law No. 6698) policy.

Modules that work with reporting

Reports are only as accurate as the modules that produce their data. The guides below explain how to record attendance, leave, performance and organisation data correctly.

• Puantaj guide: The attendance ledger, day codes and a checklist before payroll.
• Annual leave tracking guide: Tracking annual leave through entitlement, balance and approval steps.
• 360-degree performance review guide: Review cycles built on KPI and competency criteria: form design, choosing raters and using the results.
• Organisation chart guide: Setting up departments and positions, keeping the reporting line current and how the chart drives approvals.

Frequently asked questions

How do you calculate employee turnover rate?

Divide the number of leavers in the period by the period's average headcount and multiply by 100. The average is usually the mean of opening and closing headcount. For example, if 2 people leave in a month with an average headcount of 50, the rate is 4%. For a yearly rate, divide total leavers over 12 months by that period's average headcount.

What is a good employee turnover rate?

There is no single right figure; an acceptable rate depends on the sector, the type of role, seasonality and the company's growth stage. Rather than looking for a general threshold, compare your own rate with the last 12 months and across departments. Tracking first-year leavers separately points earlier to problems in hiring and onboarding.

Which HR reports should be tracked monthly?

Monthly tracking should cover headcount, hires, exits and turnover, absence and lateness, overtime hours and employer cost, because these change quickly within a month. Structural metrics such as length of service and age distribution, or leave usage rate, give more meaningful results when you review them quarterly or yearly.

Can HR reports be exported?

Yes. Every ready-made report in Sora İK downloads in CSV format, with column headers in either Turkish or English, and small-group values hidden on screen stay hidden in the file. Each download is recorded in the audit log. Because the file may contain personal data, your company decides where it is stored and who receives it.

Is HR analytics useful for small companies?

Yes, but interpretation needs care. In a 20-person team, a single leaver raises the turnover rate noticeably, so a 12-month trend is more reliable than the monthly rate. Avoid breakdowns that make individuals identifiable in small groups. Tracking absence and overtime, on the other hand, pays off straight away, whatever the team size.