How to use the weekly schedule maker
- Optionally add a title and the week starting date. Add up to 15 employees with Add an employee.
- For each person and day enter the start time, the end time and any unpaid break in minutes. Leave a day blank for a day off. A shift that ends earlier than it starts runs past midnight.
- Read each person's weekly hours, the daily totals and the highlight on anyone over 40 hours.
- Use Print, Download PDF or Download CSV. Tick Save this schedule in this browser to keep it for next time.
Worked example
One person: 8:00 AM to 5:00 PM is 9 hours. With a 30-minute unpaid break it is 8.5 hours a day. Five days is 5 x 8.5 = 42.5 hours, which is 2.5 hours over 40, so the row is flagged.
Exactly 40: 8:00 AM to 4:30 PM with a 30-minute break is 8 hours, and five days is 40.0 hours, which is not over the line. One more minute makes it 40 hours and 1 minute, which is flagged.
A night shift: 10:00 PM to 6:00 AM is 8 hours, and with a 30-minute break it is 7.5 hours.
Daily totals: if one person works 7 paid hours on Monday and another works 4, the Monday column shows 11.00 h.
How hours are counted
Paid hours for a shift are the time from start to end minus the unpaid break. Weekly hours are the sum of the seven days, and daily totals add up all employees on the same day. Hours are shown as decimals with two places, so 7 hours 30 minutes is 7.50 h.
The tool checks each day. It asks for both a start and an end, rejects an end that equals the start, and reports a break that is longer than the shift. Nothing is silently corrected.
What the 40 hour highlight means
The federal Fair Labor Standards Act sets overtime at 1.5 times the regular rate for non-exempt employees after 40 hours in a workweek. The highlight marks anyone whose scheduled hours go over 40 and says how many hours over. It is a planning aid and uses the seven-day Monday to Sunday week shown on screen.
It does not decide who is exempt, and it does not apply state daily overtime, union rules or a different workweek definition. To see what overtime pay would be, use the overtime calculator.
Saving and privacy
Everything runs in your browser. If you tick the save box, the names, times and breaks are stored in your browser's local storage on this device only, and they are updated as you type. Press Clear saved schedule to delete them. Nothing is uploaded.
Employee names are personal data, so avoid saving a schedule on a shared or public computer.
Assumptions and limits
- The workweek runs Monday to Sunday and each person has at most one shift per day.
- Hours are paid hours after unpaid breaks, rounded to two decimal places for display.
- The 40 hour flag uses the federal threshold only and is informational.
- The maximum is 15 employees. Breaks are whole minutes.
- The tool cannot know about breaks required by law or by your policy. Enter the breaks you actually schedule.
Frequently asked questions
How do I make a weekly work schedule?
Add each employee, enter the start time, end time and unpaid break for every day they work, and read the hours totals. Then print the schedule, download a PDF or export a CSV to share.
How are overnight shifts handled?
If the end time is earlier than the start time, the shift is counted as ending the next day. A 10:00 PM to 6:00 AM shift is 8 hours before any break.
Why is someone highlighted as over 40 hours?
Their scheduled paid hours for the week add up to more than 40. The row says how many hours over, and the wording does not rely on color alone.
Is my schedule saved?
Only if you tick the save box, and then only in your browser on this device. You can delete it with Clear saved schedule.
Can I export the schedule to a spreadsheet?
Yes. The CSV has one row per shift with the employee, day, start, end, break and paid hours, followed by weekly and daily totals.