The headcount planning template

The Headcount Planning Template

Download the template to gain access to:

Tab 1: Headcount request and approval worksheet

This tab serves as the main interface where role requesters input critical information and recruiters add supplementary details, while the system auto-calculates essential metrics. It also outlines the approval process by guiding the submission through recruiter review, leadership verification, finance checks, and culminating in a Slack notification for final approval.

Tab 2: Approval process flowchart

This tab offers a visual flowchart that maps out the entire role request and approval process — from identifying headcount needs to launching the role kickoff. It serves as a quick reference tool for stakeholders to understand each step in the workflow and can be customized or linked to additional resources for further clarification.

Tab 3: Business priority flowchart

This tab provides a visual flowchart for prioritizing new role requests. Based on your organization's obligations and goals, the chart allows you to determine whether a new request is business-critical, a business priority, or a team priority.

About the author:

Luke Eaton is an experienced talent leader with over 15 years of experience in talent acquisition, operations, and technology. He specializes in establishing data-driven recruitment functions for scaling tech companies and in implementing efficient tools, systems, and best practices to minimize both effort and cost per hire.Luke recently presented a workshop with TeamOhana designed to help talent leaders improve workforce planning and reduce hiring inefficiencies. He provided a blueprint for managing headcount plans to avoid budget overruns and improve forecasting. During the workshop, Luke shared the Headcount Request Template that we are now making available here.