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Simulate staffing allocation across multiple sites.
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Running staffing models across multiple sites introduces complexity that single-location planning tools cannot handle: different demand volumes, shift patterns, local labour laws, and the possibility of sharing coverage between sites. This guide explains how to build a consolidated multi-site headcount model and where inter-site sharing creates genuine value — and where it creates risk.
The fundamental choice in multi-site HR planning is whether staffing decisions are made centrally or by each site independently:
A single HR or workforce planning team sets headcount for all sites. Benefits include consistent standards, pooled flex capacity, and economies of scale in recruitment. Risk: loses local context and can under-resource sites with unusual demand patterns.
Each site manages its own staffing independently. Benefits include local responsiveness and accountability. Risk: duplication of effort, inconsistent standards, and inability to share under-utilised capacity between sites.
Central teams set headcount guidelines and shared flex pools; local managers handle day-to-day scheduling within those parameters. Most large multi-site organisations operate some version of this model.
Non-site-specific functions (payroll, HR administration, IT support) are consolidated into a single centre that serves all sites. Headcount at each site focuses on operationally location-dependent roles only.
The multi-site headcount model starts by calculating gross required headcount at each site independently, then applies a shared coverage adjustment:
Site Headcount = (Daily Required Staff × Operating Days per Year) ÷ (Annual Available Days per FTE)
Example: (15 staff × 260 days) ÷ (230 days per FTE) = 16.96 → 17 FTEs required at this site
Total Network Headcount = Σ (Site Headcount) − Inter-Site Sharing Credit
Example: Site A (17) + Site B (12) + Site C (9) − 3 shared FTEs = 35 total FTEs
| Site | Daily Requirement | Gross FTEs | Sharing Credit | Net FTEs |
|---|---|---|---|---|
| Site A (HQ) | 15 | 17 | −1 | 16 |
| Site B (North) | 11 | 12 | −1 | 11 |
| Site C (South) | 8 | 9 | −1 | 8 |
| Total | 34 | 38 | −3 | 35 |
Inter-site sharing allows staff from one location to cover another during peak demand or absence spikes. The viability depends on geographic proximity, travel cost, employee willingness, and contractual flexibility:
Enter each site's requirements in the simulator above to calculate total network headcount and identify sharing opportunities.
When sites operate in different countries or states, each site's headcount model must use the local working hours cap, overtime threshold, and minimum rest period requirements. A site in France will require significantly more FTEs for the same output volume than an equivalent site in the US due to the 35-hour week and mandatory holiday entitlements. The simulator allows separate parameters per site to account for these differences.
Shared service headcount should be modelled separately from site operational headcount. Allocate shared service FTEs to a central cost centre, then apportion the cost (not the headcount) to sites based on usage or a fixed allocation key such as site revenue or headcount proportion.
Use the demand ramp-up curve — new sites typically reach full utilisation over 3–9 months. Model headcount in three phases: pre-opening (setup and training staff only), ramp-up (30–70% of steady-state requirement), and steady-state (full requirement). This prevents over-hiring on day one and under-serving customers as demand grows.
Disclaimer: This calculator is for informational purposes only and does not constitute legal or financial advice. We do not guarantee the accuracy or completeness of the results. Please consult a qualified professional for advice specific to your situation.