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April 1, 2026•2 min read•from Microsoft Excel | Help & Support with your Formula, Macro, and VBA problems | A Reddit Community

Attendance Occurrence Calculation in excel

Our take

Calculating attendance occurrences in Excel can streamline reporting on employee absences. To effectively track total occurrences over a specified period, you'll want to count consecutive absences—excluding weekends—as a single occurrence. For instance, if an employee misses work on 8/20 and 8/21, these would count as one occurrence. Conversely, partial day absences on consecutive days should be counted individually. With the right formula, you can differentiate between full and partial absences while summarizing total hours missed. Let’s explore how to set this up in your report.

Hi all! I run attendance reports on my associates and want to calculate a total number of occurrences over a given time and total number of hours missed.

I can of course do simple COUNTIF or adding up hours, but the consecutive is confusing me.

Items to note-

- The report generates the data for all employees at once, can be up to 20 or so, depending on team.

- The layout shows name and employee number, absence coding (unscheduled and unpaid unscheduled), date, amount of time missed

- it would need to count consecutive days as 1 occurrence (excluding weekends)

*bonus points if it can differentiate between consecutive full day absences or partial day absences. Consecutive partial day absences would count as individual occurrences, not a single one. A full workday is 8 hours.

Thank you!

EDIT- add example data from report

8/20 and 8/21 are consecutive full day absences, so would count as 1

12/19 and 12/22 are consecutive because we are excluding weekends, but NOT full day absences so would count as individual occurrences.

This person would then have 4 total occurrences.

REP NAME	CODING	DATE	HOURS
NAME	Unpaid Absence Unscheduled	8/20/2025	8
NAME	Unpaid Absence Unscheduled	8/21/2025	8
NAME	Unpaid Absence Unscheduled	11/26/2025	8
NAME	Unpaid Absence Unscheduled	12/19/2025	2.5
NAME	PTO Unscheduled	12/22/2025	2

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