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One row per line: Label, Department, Contract, Hours per person, Count. Quote labels that contain commas.
Choose how the final Count column is interpreted before headcount and FTE are summed.
Common policies use 35, 37.5, or 40 hours; verify the denominator used by your report.
hours/week
Include contractors only when the report intentionally combines employee and contractor capacity.
{{ include_contractors ? 'Included in totals' : 'Excluded from totals' }}
Choose the policy that matches the report; overtime treatment can materially change FTE.
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Department is the default planning view; contract and row-label views use the same canonical roster result.
Standard shows two decimals; detailed shows four.
Example: April staffing snapshot.
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{{ row.measure }}{{ row.value }}{{ row.meaning }}
GroupRowsHeadcountWeekly hoursFTEFTE/headGapPart-time shareCopy
{{ row.group }}{{ row.rows }}{{ row.headcount }}{{ row.weekly_hours }}{{ row.fte }}{{ row.fte_per_head }}{{ row.gap }}{{ row.part_time_share }}
LineLabelDepartmentContractStatusCountHours/personWeekly hoursFTE/headFTENoteCopy
{{ row.line }}{{ row.label }}{{ row.department }}{{ row.contract }}{{ row.status }}{{ row.count }}{{ row.hours_per_person }}{{ row.weekly_hours }}{{ row.fte_per_head }}{{ row.fte }}{{ row.note }}
PriorityCheckActionCopy
{{ row.priority }}{{ row.check }}{{ row.action }}
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Five people on a roster do not always provide five full-time jobs of scheduled capacity. Two people working 20 hours each may equal one full-time equivalent (FTE) against a 40-hour standard, while still counting as two heads. Keeping those measures separate helps with staffing, budget, workload coverage, and comparisons between teams with different mixes of full-time and part-time work.

MeasureWhat it countsCommon use
HeadcountIncluded people, regardless of scheduleSeats, onboarding, supervision, and people totals
Weekly hoursScheduled hours across included peopleCoverage and workload planning
FTEWeekly hours expressed as a share of a chosen full-time weekComparable staffing capacity

The denominator controls the result. A 32-hour schedule is 0.8 FTE against 40 hours, about 0.8533 FTE against 37.5 hours, and about 0.9143 FTE against 35 hours. Comparisons are meaningful only when the same full-time standard, contractor policy, hour basis, and overtime policy are used.

FTE is a capacity measure, not a claim about employment status, benefits, payroll law, or how many distinct people exist. Statutory programs can define full-time employment and FTE aggregation differently. A planning roster should therefore state whether its hours are contracted, scheduled, paid, or worked and which people are in scope.

Rows also need a clear meaning. An aggregate row can represent several people with the same schedule. An employee row forces each line to one person. Department-summary rows still use the final count column, but their labels describe grouped capacity rather than an individual roster. Mixing these conventions can multiply headcount silently.

How to Use This Tool:

Decide the reporting definition before pasting data so every row uses the same hours and count convention.

  1. Enter one comma- or tab-delimited row per line as label, department, contract type, hours per person, and count. Quote labels that contain commas.
  2. Choose Row meaning and enter the Full-time weekly standard used by the report.
  3. Decide whether contractors count toward capacity and whether FTE above 1.0 is allowed for each person or capped at 1.0.
  4. Review Roster Audit before using the totals. Correct ignored rows and confirm any valid contractor rows intentionally excluded from the result.
  5. Compare Capacity Snapshot and Group Rollup only after the grouped headcount and FTE tie back to the included roster.

Interpreting Results:

Headcount is the sum of included people. FTE is their modeled weekly capacity against the selected standard. A positive Headcount–FTE gap usually reflects part-time or zero-hour schedules; a negative gap is possible when overtime is allowed to increase FTE above one per person.

Use Part-time share to describe the percentage of included heads scheduled above zero but below the full-time standard. Check the audit rather than assuming every valid row entered the totals: contractors may remain visible while being excluded, and malformed rows are ignored. A clean audit proves consistency with the selected rules, not compliance with an external reporting definition.

Technical Details:

Each valid row supplies hours per person and a count. Contract labels are normalized to employee, contractor, temporary, or intern. Included rows are converted to per-person FTE, multiplied by count, and then summed. Grouping changes presentation only; it does not recalculate the roster.

Formula Core

Without the optional cap, row FTE is proportional to scheduled weekly hours:

FTErow=hpersonhstandard×n

With the one-per-head policy, the ratio is capped before multiplying by count:

FTErow=min(1,hpersonhstandard)×n

Total FTE is the sum of included row FTE. Weekly hours are the sum of hours per person × count. Average hours per head and FTE per head divide those totals by included headcount; part-time share divides part-time heads by included headcount × 100%. Full precision is retained in the calculation, while the display shows two or four decimal places.

Rule Core

Choice or conditionEffect
Employee row meaningCount is forced to 1 even when the final column contains another value.
Aggregate or department row meaningCount must be a whole number from 1 through 10,000 and multiplies hours and FTE.
Contractors excludedValid contractor rows stay in the audit but contribute no headcount, hours, FTE, or group totals.
Hours = 0The included person counts toward headcount and zero-hour heads but contributes 0 FTE.
Hours < standardClassified as part-time.
Hours = standardClassified as full-time.
Hours > standardClassified as overtime; extra hours increase FTE unless the one-per-head cap is selected.

The source accepts up to 20,000 characters and 200 nonblank data rows. Hours per person may range from 0 through 168, and the full-time standard may range from 1 through 80 hours; endpoints are inclusive. A detected header is removed. Rows with fewer than four fields, an unknown contract type, invalid hours, or an invalid count are reported as ignored.

Accuracy and Privacy Notes:

The result reflects the entered schedule, not payroll records or productive output. Duplicate people, leave, vacancies, overtime conventions, contractor scope, and contracted-versus-worked hours can change the answer. Confirm the required legal, financial, or workforce-reporting method before filing or budgeting from these totals. Use role labels instead of personal names when possible, and remove identifying roster data before sharing a saved link or exported report.

Worked Examples:

Two half-time support staff

One aggregate row with two employees at 20 hours each produces 40 weekly hours, 2 headcount, and 1.00 FTE against a 40-hour standard. FTE per head is 0.50, the Headcount–FTE gap is 1.00, and part-time share is 100%. The same row would produce a different FTE if the report used a 35- or 37.5-hour standard.

References: