Employee Hours Calculator
To total work hours for a whole team, add each employee with their clock-in, clock-out, unpaid break, and days per week. The roster computes per-person weekly hours, flags anyone past 40 for overtime per the FLSA, and rolls everyone into a team grand total — overnight shifts handled. The roster saves to your browser automatically.
Headcount
3
Team Hours
117.50
Team OT
0.00
Avg / Person
39.17
Quick Conversion
Formula: cost = team hours × blended rate
Your Team Roster
Headcount
3
Team OT
0.00
Team Hours
117.50
Manage roster
Each row holds one employee's schedule. Weekly hours = (out − in − break) × days. Overtime flags per person past 40 hours under FLSA §207.
Tip: overtime is per employee, never pooled. Two staff at 35h and 45h are not "40 each" — the 45h person still earns 5h of overtime.
Team Hours → Weekly Labor Cost
Labor cost = team hours × blended rate. Two reference blended rates: $18/h (entry retail) and $32/h (skilled trade).
| Team hours | Cost @ $18/h | Cost @ $32/h |
|---|---|---|
| 40 | $720 | $1,280 |
| 80 | $1,440 | $2,560 |
| 120 | $2,160 | $3,840 |
| 160 | $2,880 | $5,120 |
| 200 | $3,600 | $6,400 |
| 240 | $4,320 | $7,680 |
| 320 | $5,760 | $10,240 |
| 400 | $7,200 | $12,800 |
| 480 | $8,640 | $15,360 |
| 600 | $10,800 | $19,200 |
| 800 | $14,400 | $25,600 |
| 1000 | $18,000 | $32,000 |
Totaling one person instead? Use the Work Hours Calculator punch card for a single weekly timesheet.
The Team-Hours Formula
DailyHours = (Out − In − Break) ÷ 60 (add 24h if Out < In)WeeklyHours = DailyHours × DaysPerWeekTeamHours = Σ WeeklyHours; EmployeeOT = max(0, WeeklyHours − 40)TeamOT = Σ EmployeeOTWorked: an employee clocking 09:00 to 18:00 with a 60-minute lunch works (540 − 60) ÷ 60 = 8.00 hours a day; across 5 days that is 40.00 hours, exactly at the FLSA threshold with 0 overtime. A second employee on 22:00 to 06:00 (overnight, +24h) with a 30-minute break works 7.50 hours × 5 = 37.50. Together the team total is 77.50 hours with no overtime owed.
Team Payroll Reference
| Rule / Figure | Value | Note |
|---|---|---|
| FLSA overtime (per employee) | > 40 h / week | 1.5× — never pooled |
| Full-time hours / year | 2,080 h | Per employee (40 × 52) |
| Team annual capacity | headcount × 2,080 | Before holidays / PTO |
| Bona fide meal break (785.19) | ≥ 30 min | Unpaid — deduct per row |
| Short rest break (785.18) | 5–20 min | Paid — do not deduct |
| Overnight shift handling | Out < In → +24 h | Per employee |
| Federal minimum wage | $7.25 / h | FLSA §206 (state may exceed) |
Saved Roster Snapshots
No snapshots yet. Tap "Save Roster Snapshot" to remember up to six team totals and compare staffing weeks. The live roster itself also saves automatically.
How to Build Your Team Roster
- Tap "Add Employee" for each team member, then rename the row and set their clock-in and clock-out times.
- Enter each employee's unpaid break in minutes and how many days they work that week. Weekly hours = (out − in − break) × days, with overnight shifts auto-corrected by adding 24 hours.
- Read each person's weekly total in the roster and on the bars below; anyone past 40 hours shows an orange overtime flag, evaluated per employee under FLSA §207.
- Check the team grand total, team overtime, and average per person, then use the Quick Conversion strip to turn team hours into a labor-cost estimate at your blended rate.
- Save a roster snapshot to compare staffing weeks. The live roster also persists in your browser, so it is still here next visit — nothing is uploaded.
Totaling a Whole Team: The FLSA-Correct Way
In 2026, a café owner running payroll for nine hourly baristas and line cooks needs one screen that turns a roster of individual shifts into per-person hours, a whole-team total, and a clear flag wherever someone crossed 40. The Employee Hours Calculator is that screen: add each worker with their own clock-in, clock-out, break, and days per week, and it totals everyone independently before rolling them into the team figure that drives the payroll run.
The legal reason the roster keeps every employee separate is the Fair Labor Standards Act of 1938. Overtime under 29 U.S.C. §207 is assessed per individual employee per workweek — there is no such thing as team overtime that can be averaged away. A manager cannot offset one worker's 45-hour week against another's 35-hour week; each person's 40-hour threshold stands alone. The tool enforces this by computing and flagging overtime row by row.
Multi-employee timekeeping descends directly from the punch clock that Willard Bundy patented in 1888 and the wall of stamped cards that defined the early-20th-century factory floor. Where a single worker once stamped one card, the manager's job was to collect the whole rack and tally the floor's hours. The digital roster is that rack: a row per employee, in-and-out columns, and a grand total at the bottom that once had to be added by hand.
Two conversions trip up team payroll just as they do single timesheets, only multiplied across the roster. Overnight shifts that cross midnight must add 24 hours so a 22:00-to-06:00 shift reads as eight hours rather than a negative; in a 24-hour operation half the crew may be on such shifts. And every punch must convert to decimal hours — eight hours thirty minutes is 8.50, not 8.30 — before the per-person totals can be summed into a meaningful team figure.
Breaks vary by person and by jurisdiction. Under FLSA 29 CFR 785.19 a bona fide meal period of 30 minutes or more is unpaid and deducted, while short rest breaks of 5 to 20 minutes under 29 CFR 785.18 stay paid. Because one employee may take a 30-minute lunch and another a full hour, the roster gives each row its own break field and subtracts each person's break from their own hours before the team total is computed.
From team hours flows team cost. Multiplying each employee's hours by their rate — overtime at 1.5× — yields the week's labor expense, the single largest line item for most small businesses. A blended-rate shortcut multiplies total team hours by an average wage for a quick estimate, which the Quick Conversion strip on this page performs. For a quick annual capacity figure, headcount times 2,080 hours gives the team's full-time-equivalent ceiling before holidays and PTO.
Privacy is built in. The entire roster lives in the browser's localStorage on the manager's own device, so employee names and shift times never leave the machine, yet persist between visits for the bookkeeper rebuilding five client payrolls each week. For the individual side of the same math, the Work Hours Calculator handles one punch card at a time, and the Shift Calculator breaks a single shift down to pay — the same FLSA arithmetic, scoped to one person.
Trusted by owners, managers, foremen, and bookkeepers
“Every Sunday I add my baristas and line cooks, each on their own shift, and the roster spits out per-person hours and the team total. It flagged that two staff crossed 40 last week, so I caught the overtime before it surprised me on the paycheck run.”
“Half my crew is on overnight 22:00-06:00 shifts. This is the only team tool I've found that adds the 24 hours correctly per employee instead of returning a negative. Seeing each person's overtime broken out separately is exactly FLSA-correct.”
“I rebuild each client's roster, save it to the browser, and reopen next week. Different staff, different break lengths, different days per week — it handles all of it and the team grand total is what I drop into the payroll software.”
“My crew size changes weekly. Adding and removing employees on the fly and watching the team labor hours update lets me estimate the week's labor cost before I submit. The hours-to-cost conversion at our blended rate seals it.”
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