For customers of our Headcount Planning module.
When referring to assigned user roles and headcount plan roles, “Admins” encompasses all Company Admins, HR Admins, as well as Admins and Admin + Planners assigned to the plan. Likewise, “Planners” encompasses all assigned Planners and Admin + Planners. |
To create a headcount plan:
Only Company Admins and HR Admins can create a headcount plan. Learn more about headcount planning permissions.
From the main menu, navigate to the Headcount Planning page and click the + Create New Plan button.
Enter a title for the plan.
Use the calendar icons to select the plan’s start and end date.
Dates cannot be edited once the plan is created.
Use the toggle to confirm if you’d like to set budget targets for participants.
Planning environments with an assigned budget must include compensation data for all filled positions before the proposal can be submitted.
Use the checkboxes to select data columns to include on the plan’s datasheet(s) and/or drag and drop to reorder columns.
Notes about selecting data columns on the plan’s datasheet:
If you enabled the budget targets setting, Position Budgets will be selected automatically. If Compensation is also selected, budget target calculations will automatically factor in compensation records for filled positions and budgets for open positions, taking into account planned terminations and new hires.
When editing plan settings once the plan is created, you can reorder selected fields and select additional fields, but cannot deselect fields already saved.
Click the Continue and Add Participants button.
Enter a person’s name or title in the Invite Participants field and select an individual from the list that populates. Click the dropdown to select the appropriate role for the participant (Admin, Planner, or Admin + Planner). Repeat this process as needed to assign additional participants. To remove a participant, click the X next to the person’s name.
Enter the appropriate budgets for your plan and/or individual planning environments.
Notes about assigning budget targets:
The sum of Planner budgets cannot exceed the plan budget total.
For planning environments with assigned budget targets, budgeted base pay rates must be entered for each active position, besides the Planner’s own position, covering the plan’s timespan.
Click the Start Headcount Planning button. You will be directed to the plan overview page, where you can monitor planning and manage participants and settings.
Notes about creating a headcount plan:
Assigned participants must have a position on the official org chart.
If a Planner holds multiple positions on the official chart, a planning environment will only be created for their primary position. Planning environments are nested in the headcount plan based on the official org chart hierarchy. Assigned Planners and Admin + Planners can view, but not edit, their own data within their planning environment.
If a Planner holds multiple positions on the official chart, a planning environment will only be created for their primary position. Planning environments are nested in the headcount plan based on the official org chart hierarchy.
A Planner cannot be removed once their datasheet has been edited or their proposal has been submitted.
Once a proposal is submitted, the Planner’s subordinates cannot be assigned as Planners.
Company Admins and HR Admins can access all headcount plan data, regardless of whether they are added as plan participants.
Compensation and position budget data displayed within a headcount plan are visible to all assigned plan participants, regardless of their assigned permissions in Built. Learn more about managing data options via your headcount plan settings.
Within a Planner’s assigned planning environment, one or more Collaborators can be invited to assist in planning.
If you need to delete a headcount plan, please contact our Customer Success Team for assistance.
Understanding the Headcount Plan Approval Flow
Planners will be invited to review positions in their assigned planning environment(s) and propose changes. Within each planning environment, Collaborators can be invited to assist the assigned Planner in reviewing position data and proposing changes. Proposal statuses (Invited, In Progress, or Proposal Submitted) can be monitored on the plan’s overview page. Once all proposals have been submitted, an Admin can review the plan for the entire organization, make adjustments, and approve the plan. Assigned Admins and Planners will be notified via email when the plan is approved.
To edit plan settings or manage Admins and Planners:
Only Admins can edit plan settings and manage Admins and Planners.
Navigate to the Headcount Planning page and click on the plan.
Click the three-dot menu in the upper-right corner of the plan overview page, and then click the appropriate option:
Plan Settings: Adjust the plan title, edit the new position ID prefix, and/or add or reorder data columns before clicking the Save button.
Manage Participants: Edit participants and/or adjust individual roles before clicking the Save button.
Edit Budgets: Add, edit, or remove budgets for the plan and/or individual planning environments.
To assign Collaborators to a planning environment:
Only Admins can assign Collaborators to any planning environment. Planners and other Collaborators can assign additional Collaborators to their assigned planning environment(s) only.
Navigate to the Headcount Planning page and click on the plan.
Click the appropriate link to open the desired planning environment.
Click the Planner’s avatar in the upper-right corner.
Enter a person’s name or title in the Collaborators field and select an individual from the list that populates. If needed, repeat this step to assign additional Collaborators. To remove a Collaborator, click the X next to their name.
Collaborators cannot remove the assigned Planner or themself.
Click Save. Collaborator(s) will be invited to the planning environment via email.
Activating, Deactivating, Archiving, and Unarchiving a Plan
Active plans are displayed at the top of the Headcount Planning page; inactive plans, in the Additional Plans table below active plans; and archived plans, at the bottom. If hidden, archived plans can be accessed by clicking the Show Archived Plan(s) link. To activate, deactivate, archive, or unarchive a plan, locate the plan, then click the three-dot menu in the rightmost column and click the desired option:
Activate: The plan will be moved to the Active Plans table.
Active plans must be approved and cannot have overlapping time spans. When attempting to activate a plan that overlaps with one or more active plans, you will be prompted to confirm that you want to deactivate the existing active plan(s).
Deactivate: The plan will be moved to the Additional Plans table.
Archive: The plan will be moved to the Archived Plans table.
Previously active plans will be automatically deactivated.
Unarchive: The plan will be moved to the Additional Plans table.
Only Company Admins and HR Admins can activate, deactivate, archive, or unarchive any plan. Plan Admins can archive or unarchive their assigned plans only.
Please contact our Customer Success Team for additional assistance.
Additional Resources
Utilizing Your Headcount Plan Data
Editing a Headcount Plan Datasheet and Submitting a Proposal