Workforce Planning Calculator.

Optimize your team's productivity and efficiency with precise Full Time Equivalents (FTE) and volume calculations.

Calculate your team size based on volume with the Workforce Planning Calculator.

How many tasks, tickets, or units does your team process in a typical week?
1 50,000
What is the average time required to complete 1 unit of work or task?
0 10,000
What percentage of the workday does your team actively spend on tasks?
50% 90%
What percentage of time is not dedicated to direct work activities?
10% 30%
Based on your operational data, here are your FTE requirements.*
Man Hours In A Week
Gross Workload
Post incl. Occ
Removing Shrinkage W/L
Net Workload (Sec)
FTE Required
*Disclaimer on Accuracy of Results: Please note that the results generated by the "Workforce Planning Calculator" are based on the data you provide and serve as an estimate for planning purposes only. While we strive to offer a tool that is helpful and accurate, the actual requirements may vary due to factors not accounted for in this calculator, such as changes in business operations, market conditions, or employee performance variations.
Understanding Key Workforce Planning Metrics
Weekly Volumes

The total number of tasks, tickets or units processed by your team in a week. Measures the workload volume your business handles regularly.

AHT (Average Handle Time)

The average duration taken to complete a single task, ticket, or unit. This includes all related activities from start to finish, measured in seconds.

Occupancy (%)

The percentage of time employees spend doing productive work vs. waiting for work. High rate indicates efficient use of employee time.


The percentage of total scheduled time not spent on direct work activities, accounting for breaks, absences, training, and other non-work activities.

Man Hours in a Week

The total number of hours your workforce is available to work in a week. This considers all full-time and part-time employees.

Gross Workload

The total amount of work (in time units, such as seconds or minutes) that needs to be completed, calculated based on weekly volumes and AHT.

Post-Inclusion of Occupancy

Adjusted workload after considering occupancy rate, reflecting realistic amount of work that can be completed given efficiency of workforce.

Net Workload

The final amount of work, in seconds, that needs to be accomplished, after all adjustments for occupancy and shrinkage have been made.

FTE Required

Number of Full-Time Equivalents needed for net workload, with all above factors. Indicates staffing level required to meet your workload efficiently.

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What exactly is a workforce planning tool?

A workforce planning tool helps you forecast staffing needs by calculating the number of employees required to meet your business’s work volumes efficiently. It considers various metrics to ensure your workforce aligns with your operational demands.

Why does my business need a workforce planning tool?

These tools are essential for optimizing staffing levels to match work demand, improving cost efficiency, and enhancing service delivery. They’re particularly useful in dynamic industries where demand can fluctuate, such as retail, healthcare, and customer service.

How can I use these tools to benefit my business?

By inputting your current and projected work volumes, average handling times, and other relevant data, you can predict staffing needs accurately. This foresight allows for better budget management, staffing decisions, and operational planning.

Are these tools relevant to my industry?

Yes, workforce planning tools are versatile and can be applied across various industries. Whether you’re in manufacturing, needing to align production schedules with labor, or in a call center managing fluctuating call volumes, these tools can provide valuable insights.

Can small businesses benefit from workforce planning tools?

Absolutely. Small businesses, often running with tighter budgets, can significantly benefit from optimizing their workforce. These tools can help avoid under or overstaffing, saving costs and improving service levels.

How can outsourcing benefit from workforce planning?

Outsourcing decisions can be more strategic when informed by workforce planning. Understanding your internal capacity and work volumes allows you to identify which functions can be efficiently outsourced to save costs and improve focus on core competencies.

How frequently should I use a workforce planning tool?

Regular use is recommended, especially as your business grows or market conditions change. Quarterly reviews can help adjust to seasonal fluctuations, while annual planning aligns with broader strategic goals.

Do I need specialized knowledge to use these tools effectively?

While a basic understanding of your operational metrics is helpful, many tools are designed to be user-friendly. However, a deeper dive into your specific business operations can enhance the accuracy of your planning.

Can workforce planning tools help with employee satisfaction?

Yes, by ensuring your team isn’t overworked or underutilized, these tools can help maintain a balanced and satisfying work environment, leading to higher employee morale and retention.

Where can I find more information or support for using these tools?

Many tool providers offer tutorials, customer support, and resources to help you get started and make the most of their solutions. Industry forums and professional networks can also be valuable resources for tips and best practices.