Headcount planning calculator.

How FTE is worked out

An employee's paid hours are hours per week x paid weeks, which is 2,080 for 40 hours over 52 weeks. Leave days are converted to hours using one fifth of the weekly hours as a working day, then taken out. The rest is multiplied by the share of time that is productive, which allows for meetings, admin and breaks. Dividing the workload by that figure gives the full-time equivalents needed.

From FTE to hires

The gap is FTE needed minus current headcount. Expected leavers are current headcount x attrition rate, taken from your own turnover rate. Hires to plan for are the gap plus leavers, rounded up. Remember the hires will take time to land: check your time to fill.

Utilization and leave days are your assumptions, not standards. Part-time staff count as a fraction of an FTE, so use paid hours per week for a typical person.

Worked example

FTE needed = yearly workload hours / productive hours per employee. 18,000 workload hours, with 2,080 paid hours less 25 leave days at 85% utilization, gives 1,598 productive hours, so 11.26 FTE. With 9 on staff and 15% attrition, plan 4 hires.

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FAQ

How do you calculate FTE needed?

Divide the yearly workload in hours by the productive hours one employee provides after leave and non-productive time.

How many hours is one FTE?

This page uses the paid hours you enter. For 40 hours a week over 52 weeks that is 2,080 paid hours, before leave and utilization.

Why add attrition to the hires?

People will leave during the year, so the team needs replacements as well as the extra capacity.

What utilization should I use?

Use your own figure from timesheets or a conservative estimate. The default is a placeholder, not a standard.