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Managing Employee Backfills: Best Practices
Managing Employee Backfills: Best Practices
Jeff Von Ward avatar
Written by Jeff Von Ward
Updated over a week ago

The most efficient way to manage and track employee backfills is through our headcount ledger system. Here's what you need to know about the process:

Tracking Terminations

The headcount ledger provides a comprehensive view of all employee terminations. You can easily monitor terminated positions through the termination tile, which allows you to:

  • View positions without backfills

  • Create new backfill requests

  • Check if backfills were previously approved and added to the hiring plan

When to Submit Backfill Requests

Best Practice: Submit backfill requests only when there is a clear timeline and immediate need for the position.Key Considerations:

  • If the role is not urgently needed, delay submitting the backfill request

  • Finance primarily reviews backfills to approve compensation packages

  • Wait until you have a defined timeline for bringing someone into the role

Monitoring Terminated Positions

  • The system automatically refreshes termination data every 30 days

  • All terminated positions without associated backfills remain visible in the headcount ledger

  • This ensures no positions are lost from a budgeting perspective

Note: While you can submit a backfill request at any time, it's recommended to wait until you have a concrete plan for filling the position to maintain efficient workforce planning.

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