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This guide walks through how to set up a basic headcount plan—starting with integrating your data, then building out department-level headcount, and planning for future hires.
Which approach should I use?Runway supports two approaches for headcount modeling:
  • HRIS databases - Function like regular databases and use database blocks with segmentation (recommended for new implementations)
  • Legacy HRIS databases - Use the “Expand by Dimension” feature (still supported for existing models built before September 2025)
If you’re unsure which type of HRIS database you have, check with your Runway team or try the new approach first—it provides better flexibility and stability.

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Step 1: Set up your employee database

The first step is getting your employee data into Runway. The recommended approach is to connect to one of our available HRIS integrations. See our guides here for our most common HRIS integrations. Headcount Step1 Database Pn If you don’t have a supported integration available, there are two alternative options:
  • Google Sheets: Export your employee data to a sheet and connect it to Runway. See our setup guide here. If you go this route, make sure the sheet is kept up to date, as Runway will reflect whatever data is in the connected Sheet.
  • Manual setup: You can also create a standalone database directly in Runway with no external data source.
Once your database is created, make sure to populate key fields like Start date, Termination date (if applicable), and any dimensions you want to use for breakdowns—like Department, Role, or Location. For example, if you want to build headcount by department, ensure the Department dimension is included for each employee record.

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Step 2: Create headcount drivers

Choose the approach that matches your HRIS database type:
New HRIS databases function like regular databases in Runway, which means you can reference them directly in formulas and stack them to create drill-ins. When segmenting by dimensions that change over time (like Department or Job Title), follow this pattern to ensure historical changes are captured correctly.
  1. Create a new database Add a new database and point it to your Employees query (rather than the more granular database).
  2. Segment by the dimension in the query In the database block settings, segment by the dimension you want to aggregate to (e.g., Department). This pulls the dimension values directly from the query, ensuring any new departments or changes are automatically captured. Create column formulas directly in the database block. For example, to create a Headcount column:
    • Add a new numeric driver called “Headcount”
    • Set the formula to: count(Employees) where Department equals *This* Department
    • Add date filters: Start date is on or before This Month and Termination date is on or after This Month
    Because you’re using the same dimension across two databases, Runway will properly match the time series and capture changes over time.
  3. Add additional metrics as needed You can add other columns like Monthly Salary Cost or Average Salary using the same pattern—reference the underlying Employees database and filter by *This* Department.

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Step 3: Add new employees

The easiest place to add new hires is directly in the employees database. Click \+ Add Item, and make sure to fill in the key dimensions used in your headcount formulas—typically Department, Start date, and (if relevant) Termination date. This ensures that your new employees are included in the headcount calculations. Headcount Step4 Add Employee Pn To double-check that the new employee is flowing through correctly:
  • For new HRIS databases: Check your database block to confirm the new row appears with the correct department segmentation
  • For legacy HRIS databases: Open your model, click the caret next to the headcount driver, and confirm that the new row appears in the breakdown
Headcount Step4 Drill In Pn For additional, headcount planning use cases, check out the following articles: