Skip to main content

Full-time equivalent (FTE) Tracking

Track hiring by workload (FTE) as well as headcount across requisitions, projects and candidates, and report on how much workload is filled and still open.

Written by Steve

What is FTE Tracking?

Not every hire is a full-time role. FTE (full-time equivalent) Tracking lets you plan and track hiring by workload, not just by number of people. For example, a project might need 3.0 FTE, which could be filled by two full-time hires and two half-time hires.

Workload is written as a number, where 1.0 is one full-time role, 0.5 is half-time and 0.75 is three-quarter time.

With FTE Tracking you can:

  • Add a target workload to requisitions and projects

  • Set a workload for each hired candidate

  • See workload in Projects, Requisitions and on the candidate card/profile

  • Get a reminder when a candidate is hired without a workload

  • Report on filled and open workload with the new Workload Capacity Fill widget

Adding a target workload to a requisition

When a hiring manager creates a new requisition from a template, they can enter the target workload for the role.

Please note: the target workload is added when the requisition is created, not at template level.

You can read more about requisitions in our Job Requisitions article.

Adding a target workload to a project

You can set or change the target workload when creating or editing a project.

If the project was created from an approved requisition, the target workload is pre-filled from the requisition, so there is no need to enter it twice.

Seeing workload on projects

Project card

The project card shows the workload count for the project. It will also let you know if a hired candidate does not have a workload set, so nothing gets missed. Clicking on the missing workload in this view takes you directly to the candidate.

Project board view

Workload is also shown in the project board view, so you can see progress against the target while you work with candidates.

Setting a candidate's workload

You can set the workload for a candidate from their candidate card/profile.

Reminder when hiring a candidate

If the project has a target workload and you move a candidate to Hired without a workload set, a reminder will pop up asking you to add it.

Reporting: Workload Capacity Fill widget

The new Workload Capacity Fill widget is available in Reports under Volume metrics. It can be grouped and displayed by Project, Recruiter or Team.

  • What it measures: Target, filled and open workload for projects with a target workload, at the selected point in time.

  • How it's calculated: Filled workload is the sum of saved workloads for hired applicants visible to the report viewer. Open workload is target minus filled workload, with a minimum of zero. Missing workloads do not count towards filled workload.

  • Example: A project targets 3.0. Three hired applicants have workloads of 1.0, 0.75 and 0.5. Filled workload is 2.25, leaving 0.75 open workload.

To learn how to add widgets to a custom report, see our Reports article.

Best practices

  • Add the target workload at requisition stage (if you use this feature), so it flows straight into the project

  • Set a workload for every hired candidate, so your reports stay accurate

  • Keep an eye on the project card for hired candidates with no workload

  • Use the Workload Capacity Fill widget alongside Position Fill to see both headcount and workload

FAQ

What is the difference between Position Fill and Workload Capacity Fill?

Position Fill counts people (headcount). Workload Capacity Fill adds up workload (FTE). For example, two half-time hires count as 2 in Position Fill, but as 1.0 in Workload Capacity Fill.

Can I set a target workload in a requisition template?

No. The target workload is added when the requisition is created from the template.

Do I need to enter the target workload again in the project?

No. If the project was created from an approved requisition, the target workload is pre-filled. You can still edit it in the project settings.

What happens if a hired candidate has no workload?

They will not count towards filled workload in reports. You will be reminded to add a workload when moving them to Hired, and the project card will flag any hired candidates without one.

Can open workload be negative?

No. If filled workload is higher than the target, open workload shows as zero.

Did this answer your question?