Bradford Factor
The Bradford Factor is a widely used formula that helps you identify patterns of short, frequent absences. It is based on the principle that many short absences are more disruptive to a business than fewer, longer ones - and in hospitality, where every shift matters, this is especially true.
The Formula
The Bradford Factor score is calculated as:
B = S² x D
Where:
- S = the number of spells of absence in the last 12 months. Absence records that touch or overlap count as one spell, so Monday to Wednesday logged as one record and Thursday logged as another is still one spell.
- D = the total number of days absent across all spells, with each day counted once.
The key insight is that S is squared - so the number of separate occasions has a far greater impact on the score than the total duration.
Why Frequency Matters More Than Duration
Consider two team members at your restaurant, both absent for a total of 10 days over the past year:
Worked Example 1: One Long Absence
Jamie - had one absence of 10 days (recovering from a broken wrist).
- S = 1 (one instance)
- D = 10 (ten days total)
- B = 1² x 10 = 10
Worked Example 2: Many Short Absences
Alex - had 10 separate absences of 1 day each (various Monday mornings).
- S = 10 (ten instances)
- D = 10 (ten days total)
- B = 10² x 10 = 1,000
Both employees were absent for 10 days, but Alex's score is 100 times higher than Jamie's. This reflects the reality that 10 separate no-shows are far more damaging to your rota planning than one planned recovery period.
Worked Example 3: Mid-Range Pattern
Sam - a cafe supervisor who had 3 separate absences totalling 6 days (2 days, 1 day, and 3 days).
- S = 3
- D = 6
- B = 3² x 6 = 54
This score is comfortably below the threshold, but worth monitoring if the pattern continues.
Worked Example 4: Escalating Pattern
Jordan - a bakery team member who had 5 separate single-day absences.
- S = 5
- D = 5
- B = 5² x 5 = 125
Getting closer to the threshold. If Jordan has two more single-day absences (S=7, D=7), the score jumps to 343.
Threshold
StaffBrik uses a default Bradford Factor threshold of 200. When an employee's score reaches or exceeds this threshold:
- A Bradford badge appears on their employee profile.
- The employee is highlighted in the Absence Report, and marked above threshold in the Employee Costs report.
- A dashboard alert is raised for managers, for example "Score 240 is at or above the threshold of 200". Everyone at or above the threshold gets one.
Every place that shows a score uses the same rolling 12-month score and your threshold from Settings, so the Absences page, the dashboard and the reports always agree.
The threshold of 200 is configurable. You can adjust it in StaffBrik > Settings. Some operators with high-volume weekend trade may choose a lower threshold (e.g. 150) to catch patterns earlier.
Which Absences Count?
Not all absence categories count toward the Bradford Factor. This is deliberate and important for legal compliance.
| Category | Counts Toward Bradford Factor? |
|---|---|
| Standard Sick | Yes |
| Unauthorised | Yes |
| Disability-related | No |
| Approved Medical | No |
| Compassionate | No |
Equality Act 2010 Compliance: Disability-related absences are excluded from the Bradford Factor calculation. Including them could amount to treating a disabled employee less favourably because of something arising from their disability. This is a legal requirement, not optional. StaffBrik handles this automatically - you do not need to manually adjust scores.
Approved Medical absences (planned surgeries, hospital appointments) are also excluded. These are pre-arranged, cause minimal disruption, and penalising employees for them would discourage transparency.
Bradford Badge on Employee Profiles
When an employee's Bradford Factor score meets or exceeds the configured threshold, a badge appears on their profile. This gives managers an at-a-glance indicator without needing to run reports.
The badge displays the current score, reads "Rolling 12-month period", and is updated automatically as new absences are logged or as older absences fall outside the 12-month window.
Pattern Detection Alerts
StaffBrik monitors absence patterns and raises alerts when:
-
An employee's Bradford Factor score crosses the threshold.
-
An employee has 3 or more absences in a rolling 8-week period.
-
There is a day-of-week pattern - e.g. repeated Monday or Friday absences.
-
An employee is off sick next to their holiday, judged against approved holiday.
These alerts appear on the StaffBrik dashboard and help you have timely, supportive conversations with your team rather than letting issues build up.
- Protected absences never count. Disability-related, approved medical and compassionate absences are never used for a pattern alert.
- Reviewed alerts stay reviewed. Once a manager has reviewed a pattern, the nightly check leaves it reviewed.
- Old patterns resolve themselves. When the absences behind a pattern leave the 12-month window, the pattern is resolved overnight, without a notification.
- Leavers' alerts are resolved when they are archived.
- The Pattern Alerts card on the Absences page counts only patterns nobody has reviewed yet.
Pattern detection is designed to prompt supportive management conversations, not punitive action. An employee with repeated Monday absences may be struggling with childcare arrangements, experiencing burnout, or dealing with a health issue they haven't disclosed. The alert is a prompt to check in.
Rolling 12-Month Window
The Bradford Factor is calculated over a rolling 12-month period: the last 12 calendar months up to today. Days older than that automatically drop out of the calculation. This means scores naturally decrease over time if the pattern improves - you do not need to manually reset anything.