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Headcount planning helps you model current employees, future hires, department-level headcount, and related payroll costs. Use the new HRIS database approach for new implementations; use the legacy expand-by-dimension approach only for older models already built that way.
Which approach should I use?
  • New HRIS databases: Use regular databases with segmentation. This is recommended for new implementations.
  • Legacy HRIS databases: Use Expand by dimension in a model. This remains supported for existing models built with the legacy pattern.

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Step 1: Set up your employee database

The first step is getting employee data into Runway. The recommended path is to connect an HRIS integration.
Employee database populated from an HRIS source
If you do not have a supported integration available, use one of these alternatives:
  • Google Sheets: Export employee data to a sheet and connect it to Runway. Keep the sheet current because Runway reflects the connected sheet data.
  • Manual setup: Create a standalone database directly in Runway with no external data source.
Once your database exists, populate key fields such as Start date, Termination date, and dimensions for breakdowns such as Department, Role, or Location.

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Step 2: Create headcount drivers

Choose the approach that matches your HRIS database type.

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Database with segmentation

New HRIS databases behave like regular databases in Runway, so you can reference them in formulas and stack them to create drill-ins. When segmenting by dimensions that change over time, such as Department or Job Title, segment from the source query so historical changes are captured.
1

Create a rollup database

Add a database that points to your Employees query or employee source database.
2

Segment by the dimension

In database configuration, segment by the dimension you want to aggregate to, such as Department. This pulls dimension values from the query so new departments and changes can flow in.
3

Add Headcount

Add a numeric driver column called Headcount.
4

Write the count formula

Set the formula to count employees where the employee’s Department equals this database row’s Department, the Start date is on or before this month, and the Termination date is on or after this month.
5

Add more metrics

Add columns such as monthly salary cost or average salary using the same pattern: reference the Employees database and filter to the current row’s segment.

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Step 3: Add new employees

The easiest place to add new hires is the Employees database.
1

Add the employee row

Click + Add Item in the Employees database.
New employee row added to the Employees database
2

Fill required fields

Fill in the dimensions and dates used in your formulas, typically Department, Start date, and Termination date if relevant.
3

Verify the rollup

For new HRIS databases, check the rollup database for the correct department segment. For legacy HRIS databases, open the model, click the caret next to the headcount driver, and confirm the employee appears in the breakdown.
Headcount driver drill-in showing employee inputs

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What’s next