Whenever headcount is requested, it helps to have a streamlined process to ensure your hiring committee receives the information they need to make an informed decision regarding the request and that recruiting ultimately receives the information they need to start filling the role.
To help with this process, we’ve created a downloadable Headcount Request Template that can be used in either Excel/Google Sheets or converted to a Google Form. While the template can be used as is within Excel or Google Sheets, we recommend creating a Google Form where hiring managers can submit headcount requests that then feeds the official request sheet. This allows for visibility into all requests while also preventing changes from being made after a submission has been made or approved by limiting access to the actual spreadsheet used, ensuring the integrity of your headcount request process.
Ultimately, it is up to you and your company to decide which fields to require and which to even ask at all. This headcount request template simply represents a collection of the most common information companies look for when making a decision regarding headcount requests. The Justification section especially can and should be edited to fit the needs of your company as it provides the background needed for approvers to make a well informed decision.
Another important consideration in your headcount request process is who should be able to approve requests. We recommend including both Finance/HR and Recruiting in this process. This ensures that the administrative needs of the company are considered as well as the capacity of your recruiting team (important for role prioritization). One benefit of using a Google Form to collect headcount requests is that the hiring committee can receive notifications anytime a request is submitted - especially helpful for off-cycle requests and backfill requests.