If you've been added as a Headcount Planner, you plan the future headcount for your team within an open planning period. This article explains how to add requests, delegate to managers below you, and submit.
Getting started
When the request window opens, you receive a task notification — “Start planning your headcount”. Open it (or go to Finance > Financial Planning (former Workspace in Finance) > Headcount Planning and select the period) to begin. You can only plan for your own team.
Where you work: the Employee sheet
Inside the period, open the Employee sheet tab. It shows your team's headcount, and you filter it with the chips at the top:
- New hire — a brand-new position, identified by an ID such as HC2026-NH-001.
- Backfill — a replacement for a leaving employee, identified by an ID such as HC2026-BF-001.
- Current — existing employees (not editable, no approval needed).
- Termination — an employee marked for departure.
You can also filter by direct manager / reporter line.
Adding requests
- Click Add to create a new headcount row.
- Fill in the position details: headcount type, role, level, annual salary, working time, workplace, start date, end date.
- To add several similar positions at once, select a row and use Bulk duplicate, entering how many copies you need. Use Delete all on selected rows to remove them.
The Overview tab shows your team's current and forecasted headcount and cost as you plan, so you can see the impact of what you're adding.
Delegating to managers on your team
If managers below you should plan their own sub-teams, click Manage collaborators and add them as:
- Editor — can view and edit headcount for the employees they manage.
- Viewer — can see the plan for the employees they manage, but can't change it.
Collaborators only see the people they already manage — never teams above their level. Once you add as an editor a collaborator to a sub-team, you lose edit access to that sub-team.
Build a full team from requested positions
When you fill in a position's manager, you can pick another requested position in the plan, not only an existing employee. This lets you plan an entire team from scratch — a new-hire manager with new-hire reports — before anyone has been hired.
- Set a requested position as the manager of other new hires or backfills.
- Chain them across several levels: a requested manager can report to another requested manager.
- The reporting lines you build appear in the Org chart view, so you can see the new team in context alongside current employees.
The connection to Recruitment is unchanged — each position still becomes a vacancy when the plan is approved. Owners and Headcount Planners can set these reporting lines.
Submitting
When the request period has ended your request are automatically submitted and the Owner is notified to review.
The request window is a hard deadline. Once the end date passes, you can no longer create or edit requests. The period moves to To be reviewed.
After review
When the Owner finishes reviewing, you receive an inbox notification — “Your headcount request has been reviewed.” Open the period to see which requests were approved or rejected. If a request was rejected and the Owner left a reason, it appears inline on that row.