Enter weekly hours for one full-time equivalent, such as 40 or 37.5.
hrs/week
Pick employee rows for people, aggregate rows for roles, or department rows for team totals.
Turn on only when contractor capacity belongs in the same headcount and FTE total.
{{ include_contractors ? 'On' : 'Off' }}
Workforce rows:
{{ workforceHelper }}
{{ rowLabelHeader }} Department Contract Hours/person Count Remove
Choose the column used for the grouped rollup tab; overall FTE remains unchanged.
Use No cap for capacity math; cap each person at 1.0 for policy-style reports.
Select 1-3 decimals for displayed FTE values in summaries, tables, CSV, and JSON.
Paste one row per line: label, department, contract type, weekly hours, count.
Use a short staffing snapshot label for downloaded CSV and JSON files.
Group Rows Headcount Weekly hours FTE FTE/head Gap Part-time share Copy
{{ row.label }} {{ row.rows }} {{ formatHeadcount(row.headcount) }} {{ formatHours(row.weeklyHours) }} {{ formatFte(row.fte) }} {{ formatFte(row.ftePerHead) }} {{ formatFte(row.capacityGap) }} {{ formatPercent(row.partTimeShare) }}
Enter included workforce rows with positive FTE to render the headcount vs FTE chart.
Row Department Contract Status Count Hours/person Weekly hours FTE/head FTE Gap Copy
{{ row.label }}
{{ row.included ? row.formula : row.exclusionReason }}
 {{ row.department }} {{ contractLabel(row.contractType) }} {{ row.classificationLabel }} {{ formatHeadcount(row.count) }} {{ formatHours(row.weeklyHoursPerPerson) }} {{ formatHours(row.totalWeeklyHours) }} {{ row.included ? formatFte(row.ftePerPerson) : 'Excluded' }} {{ row.included ? formatFte(row.fte) : 'Excluded' }} {{ row.included ? formatFte(row.capacityGap) : 'Excluded' }}
Check Value Note Copy
{{ row.label }} {{ row.value }} {{ row.note }} 

                

            

        

    

                

                

                    

                        

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Staffing reports often mix two different questions. One question counts people, seats, badges, accounts, or rostered workers. The other asks how much full-time work capacity those people represent. Headcount answers the first question. Full-time equivalent, or FTE, answers the second by converting weekly hours into a common full-time unit.

    
The difference becomes visible as soon as schedules stop matching a single full-time week. Four part-time employees may need four logins, four supervisors, and four onboarding records, but their combined scheduled hours may equal two or three full-time workers. One employee with regular overtime may still be one head while representing more than one full-time equivalent if the report counts overtime as added capacity.

    
A useful staffing number therefore depends on the purpose of the report:

    
    
      
  • Workforce administration usually cares about headcount because every person creates people-operations work.
    • 
      
  • Capacity planning usually cares about FTE because teams with different part-time mixes need a fair hourly comparison.
    • 
      
  • Budget or grant reporting may need both because payroll cost, eligibility, and workload can follow different rules.
    • 
      
  • Legal and benefit questions need the specific program definition, not a general staffing worksheet.
    • 
    

    
The full-time standard is the denominator behind every FTE value. A company may use 40 hours for internal planning, a school or nonprofit may use 37.5 hours, and some labor statistics or benefit rules use their own thresholds. Changing that standard changes the FTE without changing the people or their scheduled hours, so comparisons across departments, months, or bids should keep the same standard unless the reporting rule changes.

    

      Rows of weekly staffing hours converted into headcount and FTE
      
The same roster can be counted as people, hours, and full-time units. Those totals answer different staffing questions.

    

    
Contractors, interns, temporary workers, and fractional assignments add another judgment call. A capacity report may include everyone scheduled to work. An employee-only report may exclude contractors even when their hours matter operationally. The arithmetic can show both choices, but the reporting owner still has to decide which workers belong in scope.

    
FTE is a planning measure, not a legal conclusion. It helps compare workload capacity, budgeted staffing, and part-time mix, but it does not by itself decide employee status, overtime rights, benefit eligibility, or whether a team has the right skills for its demand.

  






  

    
How to Use This Tool:

    
Set the reporting rule first, then enter each row as weekly hours per person with a separate count.

    
    
      
  1. Set Standard full-time hours to the value that equals 1.0 FTE. The page warns when the standard is below 20 or above 60 hours, because those values are unusual for weekly staffing reports.
    2. 
      
  2. Choose Entry mode. Employee rows treats every row as one head. Aggregate rows lets one row represent a role or group. Department rows lets a row stand for a team total with one average schedule.
    3. 
      
  3. Enter a label, department, contract type, weekly hours per person, and count for each row. For aggregate and department rows, do not put total group hours in the weekly-hours field unless the count is 1.
    4. 
      
  4. Use Include contractors only when contractor capacity belongs in the same total. When it is off, contractor rows remain visible but do not add to included headcount, FTE, group totals, or charts.
    5. 
      
  5. Open Advanced to choose the grouping field, switch the FTE cap, set decimal places, or name the exported staffing snapshot. Capping each person at 1.0 FTE is useful for reports that should not credit overtime above one full-time worker.
    6. 
      
  6. Paste rows when you already have a spreadsheet-style list. Each line needs at least label, department, contract type, and weekly hours; the optional fifth value is the count.
    7. 
      
  7. Review Roster Rollup, Headcount vs FTE, Row Math, and FTE Checks. Fix warnings for zero counts, zero hours, fractional counts, unusual standards, or uncapped overtime before sharing the numbers.
    8. 
    

  






  

    
Interpreting Results:

    
Read headcount as the included people or row-count total. Read FTE as scheduled capacity expressed in full-time units. A team with many part-time schedules can have the higher headcount and the lower FTE.

    
FTE/head is the average full-time equivalent per included head. Headcount minus FTE shows the direction of the staffing mix: a positive value usually means part-time schedules, while a negative value usually means overtime is counted as capacity with the cap turned off.

    

      

        
        
          

            Result cue
            Meaning
            Verification step
          

        
        
          

            FTE/head below 1.0
            The included average is below the selected full-time week.
            Use Row Math to separate true part-time schedules from zero-hour rows or contractor exclusions.
          

          

            FTE/head above 1.0
            At least one included row is above the full-time standard when the cap is off.
            Decide whether the report should measure raw capacity or cap each person at 1.0 FTE.
          

          

            High Part-time share
            Many included heads have positive weekly hours below the standard.
            Treat it as a roster-mix clue, not a staffing-quality score.
          

          

            Excluded contractor heads
            Contractor rows are visible but left out of included totals.
            Confirm that the report is meant to be employee-only before comparing capacity.
          

        
      

    

    
A clean FTE total can still hide the wrong business answer. Coverage hours, job skills, shift timing, budget ownership, and program-specific definitions can all change the decision after the arithmetic checks out.

  






  

    
Technical Details:

    
FTE is a ratio between scheduled hours and a selected full-time week. The numerator is the weekly hours per person in a row. The denominator is the chosen full-time standard. Multiplying that ratio by count turns one row into a capacity total.

    
Headcount does not use the hours denominator. It adds the included row counts after contractor treatment and entry mode have been applied. This is why two people at half the standard week can equal 2 headcount and 1.0 FTE.


    
Formula Core:

    
The row calculation starts with FTE per head, then multiplies by count. The optional cap is applied before the count multiplier.

    

      
        
          
            r
            =
            hs
          
          
            Row FTE without cap
            =
            r×c
          
          
            Row FTE with cap
            =
            min(1,r)×c
          
          
            Capacity gap
            =
            included headcount-included FTE
          
        
      
    

    
Here h is weekly hours per person, s is standard full-time hours per week, c is count, and r is FTE per head. A 20 hour row with count 2 against a 40 hour standard gives 20 / 40 x 2 = 1.0 FTE. If the standard is zero or missing, the FTE result is not reliable and a warning appears.


    

      

        
        
          

            Rule area
            Calculation behavior
            Boundary to check
          

        
        
          

            Standard full-time hours
            Any positive weekly standard can calculate FTE; values below 20 or above 60 are flagged as unusual.
            Use one standard for departments or dates that need fair comparison.
          

          

            Entry mode
            Employee rows force count to 1. Aggregate and department rows use the entered count.
            For counts above 1, weekly hours should be per person.
          

          

            Contract type
            Employee, temporary, and intern rows are included. Contractor rows are included only when the contractor switch is on.
            Use the same contractor rule before comparing staffing snapshots.
          

          

            Row status
            Rows are labeled Full-time, Part-time, Overtime, No hours, or Excluded based on inclusion and weekly hours.
            An overtime row can exceed 1.0 FTE per head unless the cap is on.
          

          

            Grouped totals
            Included rows can roll up by department, contract type, or row label.
            Grouping changes presentation, not row-level arithmetic.
          

          

            Displayed precision
            FTE values display to 1, 2, or 3 decimal places, while detailed exports retain more row detail.
            Check row values when a rounded summary hides a small difference.
          

        
      

    


    
The default example shows the effect of exclusion and part-time mix. Two customer support associates at 20 hours each produce 1.0 FTE, one operations coordinator at 40 hours produces 1.0 FTE, and one finance analyst at 32 hours produces 0.8 FTE. With the contractor row excluded, the included total is 4 headcount and 2.8 FTE.

    
Formal programs can define full-time and countable hours differently. The Bureau of Labor Statistics often classifies usual full-time work at 35 or more hours per week, while Affordable Care Act employer rules use 30 hours per week or 130 hours per month for a full-time employee. Those definitions should be applied directly when a compliance or benefit decision depends on them.

  






  

    
Accuracy and Privacy Notes:

    
Use the result as a staffing worksheet, not as a ruling about employment classification, overtime, benefits, or legal coverage. The result is only as good as the selected full-time standard, row scope, and weekly-hour values.

    
    
      
  • For aggregate rows, enter hours per person and use Count for the number of people represented.
    • 
      
  • Use anonymous labels when personal names are unnecessary for the report.
    • 
      
  • The calculation runs from values entered in the page and does not require a server lookup. Copied or downloaded reports can still expose sensitive staffing information if shared broadly.
    • 
      
  • Record the full-time standard, contractor setting, entry mode, and cap choice whenever the result will be compared later.
    • 
    

  






  

    
Worked Examples:

    

      
Part-time support team

      
Two support associates at 20 hours each and one coordinator at 40 hours, using a 40 hour standard, produce 3 headcount and 2.00 FTE. FTE/head is below 1.0, so the roster has more people than full-time capacity.

    

    

      
Employee-only report with contractor review

      
A contractor row at 16 weekly hours and count 1 remains visible in Row Math. With Include contractors off, it is excluded from included headcount and FTE. Turning the switch on adds 0.40 FTE against a 40 hour standard.

    

    

      
Overtime capacity versus capped reporting

      
One included employee at 48 hours produces 1.20 FTE with No cap, and the row is labeled Overtime. With Cap each person at 1.0 FTE, the same row reports 1.00 FTE. Use the uncapped value for raw capacity and the capped value for policies that never count one person above one full-time equivalent.

    

    

      
Pasted list correction

      
If a pasted line does not appear, check that it has at least four fields in order: label, department, contract type, and weekly hours. Add a fifth count value for aggregate or department rows, apply the paste again, then use FTE Checks to confirm the grouped total ties out.

    

  






  

    
FAQ:

    

      What full-time standard should I enter?
      
Enter the weekly hours value that equals 1.0 FTE for the report you are preparing. Internal staffing reports often use 40, 37.5, or 35 hours, while formal programs may use their own definitions.

    

    

      Why is headcount higher than FTE?
      
Included rows below the selected full-time standard create less than 1.0 FTE per head. Check Part-time share, Headcount minus FTE, and Row Math to find the rows causing the difference.

    

    

      Should contractors be included?
      
Include contractors when the report is about total workforce capacity. Leave them excluded when the report is employee-only or when contractor hours should be reviewed separately.

    

    

      Why does a row show more than 1.0 FTE per head?
      
The row's weekly hours exceed the selected full-time standard and the cap is off. Turn on Cap each person at 1.0 FTE when the report should not credit overtime above one full-time person.

    

    

      Why did a pasted row fail?
      
The pasted line needs at least label, department, contract type, and weekly hours. Add count as the fifth field when one row represents more than one person, then recheck Row Math.

    

  






  

    
Glossary:

    

      
Headcount

      
The included people or row counts in the staffing snapshot.

      
Full-time equivalent (FTE)

      
Scheduled capacity expressed as a fraction or multiple of one full-time week.

      
FTE/head

      
Total FTE divided by included headcount.

      
Capacity gap

      
Included headcount minus included FTE.

      
Part-time share

      
The share of included heads with positive weekly hours below the selected full-time standard.

      
Full-time standard

      
The weekly hours value that equals 1.0 FTE for the report.

    

  






  

    
References: