Plain-language questions
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KPI · HR
Headcount: formula and example.
Headcount is the number of employees on the payroll on a given date, regardless of how many hours they work. It is the simplest HR figure and the denominator of many other KPIs, such as turnover and absence frequency. Record who you include: only permanent and fixed-term employees, or also flexible workers, interns and agency staff.
Headcount formula
Number of employees with an active contract on the reference date
Worked example
On 1 October 2026 Acme Groothandel employed 150 people: 112 on permanent contracts, 26 on fixed-term contracts and 12 flexible workers. Headcount = 112 + 26 + 12 = 150.
Fictitious figures for Acme Groothandel, a sample wholesaler.
How to read this KPI
Headcount shows the size of your organisation in people and how growth or shrinkage develops. Track it monthly and set it next to FTE and personnel costs: rising headcount with flat FTE means more part-time work. Break it down by department and contract type to see where growth is happening.
Pitfalls with headcount
- Not using a fixed reference date, so starters and leavers around month end make the figure jump.
- Including agency staff and contractors in one report but not in another.
- Removing employees with a future leaving date from the count too early.
SQL & DAX
Calculating headcount in SQL and DAX
Two examples on a fictitious data warehouse for Acme Groothandel: a PostgreSQL query and a measure for a Power BI model. Adjust table and column names to your own model.
SELECT m::date AS month_start,
COUNT(e.employee_id) AS headcount,
COUNT(e.employee_id) FILTER (WHERE e.contract_type = 'permanent') AS permanent,
COUNT(e.employee_id) FILTER (WHERE e.contract_type = 'temporary') AS temporary,
COUNT(e.employee_id) FILTER (WHERE e.contract_type = 'flex') AS flex
FROM generate_series(DATE '2026-01-01', DATE '2026-10-01', interval '1 month') AS m
LEFT JOIN employees e ON e.hire_date <= m
AND (e.termination_date IS NULL OR e.termination_date > m)
GROUP BY m
ORDER BY m;Headcount =
VAR d = MAX ( 'Date'[Date] )
RETURN COUNTROWS ( FILTER ( ALL ( Employees ), Employees[HireDate] <= d && ( ISBLANK ( Employees[TerminationDate] ) || Employees[TerminationDate] > d ) ) )
Headcount vs PY % =
VAR PY = CALCULATE ( [Headcount], SAMEPERIODLASTYEAR ( 'Date'[Date] ) )
RETURN DIVIDE ( [Headcount] - PY, PY )In ENABLE
Tracking this KPI in ENABLE
In your Power BI dashboard
Define the KPI as a measure in your Power BI model and show it in the portal, with "Last refreshed" next to it. Access profiles and optional row-level security decide who sees which figures.
Custom dashboards (pilot)
Add the KPI as a tile to a custom dashboard, compared with last year. The Dashboard Builder is a pilot and can be switched on per client.
Monthly targets
With the built-in Targets app you set a target for the KPI per month, so you see actuals and target side by side.
FAQ
Frequently asked questions
What does headcount mean?
Headcount is the number of people employed by an organisation on a particular date. Everyone counts as one, whether they work full time or part time. For capacity, use FTE.
Do agency workers count towards headcount?
That is a choice you record yourself. Headcount often only includes people with an employment contract, with agency staff and contractors reported separately as the flexible workforce. Whatever you choose, be consistent across reports.
How do you calculate average headcount over a year?
Count employees on a fixed date each month, for example the first of the month, and take the average of those twelve figures. Use that average as the denominator for annual figures such as turnover and absence frequency.
Further reading
- KPI libraryHR KPIs: formulas and examplesHR KPIs cover staffing, absence, turnover and recruitment. This is sensitive data: show it only to people who are allowed to see it, and do not report on groups so small that individuals can be identified.Read more
- ResourcesHow to build a KPI dashboard: steps and examplesA KPI dashboard is an overview of the key figures you use to steer towards your goals, such as revenue, margin, on-time delivery or absenteeism. A good KPI dashboard does not start with the software, but with the decisions it needs to support. You then choose a limited number of KPIs, define them, sketch the dashboard and only then build it.Read more
- SolutionPower BI dashboard portal: share dashboards securelyShare your Power BI dashboards securely in your own portal, with role-based access.Read more
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