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Caregiver shift coverage calculator

Free tool · Health

Check whether your caregivers can cover this week’s client hours without overtime. Type three numbers and see the gap before you build the schedule.

Add up the authorized hours of every client for the week. Include hours that nobody has yet.
Count the caregivers who can work this week. Leave out anyone on leave.
The hours a typical caregiver can or wants to work in a week. Your schedule is safer when this stays at or under 40.
Leave 40 unless your payroll advisor tells you a different rule applies. The warning turns on above this number.

Coverage

Covered, with overtime

Caregivers needed with no overtime

5

Hours each, if you split them evenly

45 hours

Overtime hours, split evenly

20 hours

Hours your team can cover

200 hours

Share of your team’s hours you need

90.0%

Hours nobody can cover

0 hours

An estimate for planning. Check the numbers with your accountant before you decide.

How the math works

Hours your team can cover = caregivers × the most hours each can work. Share you need = client hours ÷ those hours. Hours nobody can cover = client hours − hours your team can cover, when that is above zero.

Hours each = client hours ÷ caregivers, as if you split them evenly. Above the overtime limit the warning turns on, and overtime hours = (hours each − the limit) × caregivers. Each of those hours costs time and a half.

Caregivers needed with no overtime = client hours ÷ the smaller of the overtime limit and each caregiver’s max, rounded up. Leave the limit at 40 unless your payroll advisor tells you a different rule applies.

The example is a home care agency with 180 authorized client hours, 4 caregivers who can work up to 50 hours each and a 40 hour limit. Build the real schedule, shift by shift, in the Caregiver Schedule and Timesheet Workbook.