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Free tools for HR leaders

Headcount Planning Calculator

Convert hours into full-time equivalents and see the gap between the workforce you have and the one your workload needs.

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Where Compono fits

Sizing the gap is the planning step. Closing it well is the harder one, because filling roles with the wrong people or losing the right ones leaves you re-running this calculation in six months. Getting the people right is the difference between a plan that holds and one that slips. Compono adds the people-insight layer to the headcount math, built on decades of psychometric research rather than AI hype. We hold a 4.8/5 rating on Capterra and are used by government departments and mid-market employers across ANZ.

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How it's calculated

Full-time equivalent (FTE) equals total hours worked divided by standard full-time hours. We default standard full-time to about 38 hours a week, the Australian standard under the National Employment Standards. Demand equals projected workload divided by capacity per FTE, which gives the FTE the work requires. The gap is required FTE less your current FTE, so a positive number means you are short and a negative number means you have slack. Use the scenario toggle to test different workload assumptions.

Common questions

What is an FTE?

A full-time equivalent (FTE) expresses a workload or a group of staff as the number of full-time positions it represents. Two people each working half-time count as one FTE, which lets you compare and plan across full-time, part-time, and casual mixes.

What counts as standard full-time hours in Australia?

The National Employment Standards set a maximum of 38 ordinary hours a week for full-time employees, so this tool defaults to 38. Your award or agreement may set a different ordinary-hours figure, which you can enter to override the default.

How do I work out the FTE my workload needs?

Divide your projected workload by the capacity one FTE can handle in the same period. The result is the number of full-time equivalents the work requires, which you then compare against your current FTE to find the gap.

Does a positive gap always mean I should hire?

No. A gap is a prompt, not an instruction. You can close it by hiring, by reducing turnover so you keep the capacity you have, or by lifting productivity so existing staff cover more. The right answer depends on cost, time, and the people already in your team.

Figures are estimates using published benchmarks. Sources shown above; rates reviewed annually.