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Headcount Planning Template
A headcount planning template that maps current roles, planned hires, costs, and timing by team so HR and finance can plan growth against budget with confidence.
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What you get
- A role-by-role headcount plan with cost and timing
- Current vs planned vs gap view by team
- Fully-loaded cost columns to align with finance
- Backfill and new-role tracking for the full year
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Plan details
- Planning period— e.g. FY2026
- Prepared by
- Approved by— HR + finance
- Last updated
Headcount by team
Capture current, planned, and the gap so growth is visible at a glance.
Team summary
| Team / department | Current | Planned end of year | Net change | Notes |
|---|---|---|---|---|
| Engineering | ||||
| Sales | ||||
| Marketing | ||||
| Customer Success |
Role-by-role plan
One row per role, including new hires and backfills, with cost and timing.
Hiring plan
| Role title | Team | New or backfill | Target start month | Base salary | Fully-loaded cost | Status |
|---|
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How to use this template
- 1
Baseline current headcount
List every existing role by team so the plan starts from an accurate current state.
- 2
Add planned hires
Enter new roles and backfills with a target start month and fully-loaded cost.
- 3
Reconcile with finance
Sum the cost columns and check the total against the approved people budget.
- 4
Review quarterly
Update actuals against plan each quarter and re-forecast the remaining hires.
Frequently asked questions
What's the difference between base and fully-loaded cost?
Base salary is just the wage. Fully-loaded cost adds employer taxes, benefits, equipment, software, and overhead — typically 25-40% on top. Plan headcount in fully-loaded terms so the budget reflects reality.
How often should I update the headcount plan?
Refresh it quarterly at minimum, comparing actual hires against plan and re-forecasting the rest of the year. Fast-growing teams may review monthly alongside the financial forecast.
Should HR or finance own headcount planning?
It's a joint exercise. HR owns the roles, timing, and hiring feasibility; finance owns the budget envelope. The template's cost reconciliation section is where the two align.