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.
When an approved headcount plan requires changes, an Admin can create a new version of the plan where edits can be drafted. Participants who are granted access to the new version can view the draft and contribute to planning within the scope of the plan’s permissions.
To create a new draft of an approved headcount plan:
Only Admins can create a new version of an approved headcount plan. Learn more about headcount planning permissions.
From the main menu, navigate to the Headcount Planning page.
Locate the approved plan and click the three-dot menu, then click Edit.
Confirm who can access and edit the plan: Only Plan Admins or Plan Admins and All Planners. Use the checkbox provided to choose whether individuals will be notified.
Planners allowed to view and edit the draft can access their assigned planning environment(s) only.
Click Start Editing. The new version of the plan will open, allowing you to begin drafting changes. Participants can access the draft and contribute to planning changes via the link in their invitation or by navigating to the Headcount Planning page and clicking on the plan. Clicking the version badge at the top of the plan allows individuals to navigate different versions of the plan.
Visualizing Changes in the Draft Version
In the draft version of the plan, data cells and rows containing new or previously approved changes are highlighted for easy reference. Participants can hover over a cell to view additional details and compare recent edits with the approved plan data.
Notes about editing an approved plan:
Within the planning environments they can access, participants have the same editing options as in the original plan, plus two additional options: Revert All Changes (restores current values in the official chart) or Revert New Changes (restores values to those in the originally approved plan).
Admins can also edit plan settings in the draft version by clicking the three-dot menu in the upper-right corner of the page and then clicking Edit Plan Settings. The updated configurations will apply to future versions of the plan. Enabling budget targets in the draft version will enable budget targets in all plan versions.
Plans with an open draft version are indicated by a Changes in Progress badge displayed in the plan list on the Headcount Planning page. Additional indicators are displayed within the plan’s overview page, including Unchanged, Changes in Progress, and Submitted. Badge visibility is based on granted access to the draft. For example, in a draft version accessible only to Admins, Planners will not be able to view the indicator badges.
When only Admins are granted access to the draft version, changes made to a position in any planning environment are automatically applied in all planning environments that include that position.
While the draft version is in progress, actions on the currently approved plan, such as creating positions and requisitions, will not be interrupted.
Only one draft version of a plan can exist at a time.
Admins can delete a draft version of an approved plan by clicking the three-dot menu in the upper-right corner of the plan, clicking Delete Draft, and then clicking the Delete Draft button to confirm the action. Deleted drafts cannot be restored.
Approving the Newly Drafted Version
Approval processes for the drafted version are determined by who can access the plan.
Admin-Only Access
If only Admins have access to the drafted version, an Admin can approve it at any time, once at least one change is made.
Admin and Planner Access
If Planners also have access to the draft, each Planner must submit their proposal according to the plan approval flow.
Draft Version Approval
Once approved, the draft version becomes the latest approved version of the plan. If the newly approved plan is active, all original plan participants can then take action by creating positions and requisitions. Recent changes in the newly approved version will be highlighted and visible to all plan participants until they close the notification banner at the top of the page.
Please contact our Customer Success Team for additional assistance.