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Sapling - Deep dive into Headcount and Turnover calculations

Bolaji Elusogbon
Updated

Calculating a headcount and turnover are two of the most fundamental HR metrics; they’re also full of more complexity than it would seem. Beyond the time and type of employee factors, Sapling’s Headcount calculation also filters out certain stages of employees not truly “participating” in the organization yet to derive the monthly totals.

 

Administration Tools > Reports > Overview

Filters

  • Show Until defaults to TODAY and can be set to any date in the past
  • Any combination of Group and Field filters can also be applied

Output

  • The results of those filters are applied consistently to the:
    • Total Headcount value
    • Monthly totals chart
    • Monthly totals hover card
    • Location / Department / Employment Status charts
    • Export as CSV or Google sheet from the Actions menu

Headcount-01.png

Total Headcount value

Total Headcount = headcount of previous month-end + new starters before Show Until date - departures before Show Until date AND any other filters applied

 

Monthly totals chart

The Total Headcount calculation above applied for each month, showing 12 months ending with the month of the date selected

 

Monthly totals hover card

Headcount-02.png

  1. Headcount = the Total Headcount calculation above applied for highlighted month

  2. Trend = 5 / 1 from previous month expressed as a percentage

    1. This can be a positive or negative percentage

  3. New Arrivals = users actively starting in that month:

    1. start_date >= the first day of the month

    2. AND start_date <= the last day of the month

    3. AND start_date <= the Show Until date

    4. AND current_stage NOT IN [Pending (incomplete), no_activity, prestart, invited, preboarding]

    5. AND any other filters applied

  4. Departures = users actively leaving in that month:

    1. termination_date >= the first day of the month

    2. AND termination_date <= the last day of the month

    3. AND termination_date <= the Show Until date

    4. AND current_stage NOT IN [Pending (incomplete), no_activity, prestart, invited, preboarding]

    5. AND any other filters applied

  5. Net Change = 1 + 3 - 4

    1. This can be a positive or negative percentage

  6. Other notes

    1. It’s possible a user can be counted as both a New Arrival and a Departure in a given month (started and terminated in the month)

 

Administration Tools > Reports > Turnover

Turnover-Dashboard.png

Turnover Count value

Turnover Count = sum of departures in the date range selected AND any other filters applied

 

Monthly totals chart

The Turnover Count calculation above applied for each month, showing 12 months ending with the month of the date selected

 

Monthly totals hover card

Turnover Month.png

  1. Turnover Count = the Turnover Count calculation above applied for the highlighted month

  2. Starting Headcount = the Total Headcount calculation at the beginning of the month, before subtracting departures for the highlighted month

  3. Ending Headcount = the Total Headcount calculation at the end of the month, after subtracting departures for the highlighted month

    1. This should always match the corresponding month from the Overview tab (assuming the same Show Until date and other filters are applied)

  4. Departures = users actively leaving in that month:

    1. termination_date >= the first day of the month

    2. AND termination_date <= the last day of the month

    3. AND termination_date <= the Show Until date

    4. AND current_stage NOT IN [Pending (incomplete), no_activity, prestart, invited, preboarding]

    5. AND any other filters applied

  5. Annualized Turnover = 1 / (average Total Headcount per month) / 12 expressed as a percentage

 

Termination Type / Length of Service / Rehire Eligibility charts

  • The Total on each chart should always match the Turnover Count calculation above

 

 

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