Headcount Planning Template

Part of the HR templates hub. It is free, printable and placeholder-based — read it here, copy the block, or use the print/save-as-PDF button. For the wider practice, see the related employer-operations guides and the HR metrics it supports.

Template overview

The template lists current roles by team, the roles planned with their timing, expected departures, and the resulting net change. It turns a workforce plan into a concrete, sequenced headcount picture.

When to use it

• Planning roles and timing for a period.
• Sequencing hires and backfills by team.
• Tracking planned net change in headcount.

Who it is for

• Founders and leaders planning growth.
• Operations and HR owning headcount.
• Managers planning their team’s roles.

Template structure

• Current roles — by team.
• Planned roles — with timing and type (new / backfill).
• Expected departures — known reductions.
• Net change — the resulting headcount.

Printable template

Copy the block below and replace every [bracketed] placeholder. It contains no real names or data — adapt every part to your situation.

Print or save as PDF

Example (placeholder version)

An illustrative version using placeholders only — it shows the kind of content each part holds, with no real employee or company data.

Customisation guidance

• Separate new roles from backfills — they mean different things.
• Plan timing by quarter or period, not just totals.
• Account for expected departures, not only additions.
• Tie the plan back to the workforce plan and its goals.

Common mistakes

• Counting additions but ignoring departures.
• No timing, so the plan can’t be sequenced.
• Mixing new roles and backfills into one number.
• Planning headcount with no link to goals.