{"componentChunkName":"component---src-templates-article-js","path":"/admin/answers/XYBKjVZGSXq9TbJ8cXoAKA","result":{"data":{"article":{"title":"Manpower Planning in greytHR: Create, Submit, and Approve Hiring Plans","seo":{"description":"Create, submit, review, and approve manpower plans in greytHR. Streamline annual headcount planning with structured workflows, approvals, and budget tracking.","title":"How to Create a Manpower Planning Cycle in greytHR"},"slug":"XYBKjVZGSXq9TbJ8cXoAKA","summary":"","body":{"value":{"schema":"dast","document":{"type":"root","children":[{"type":"paragraph","children":[{"type":"span","value":"Updated in July - 2026 | "},{"url":"https://www.youtube.com/@GreytipIn","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","value":"Subscribe to watch greytHR how-to video"}]}]},{"type":"paragraph","children":[{"type":"span","value":"Annual headcount planning is a critical exercise for growing organizations. Before a new financial year begins, HR leaders must plan how many employees to hire, which departments need them, and what the expected budget is. Today, this exercise typically happens outside the HR system — through Excel sheets and long email threads — with multiple stakeholders involved. Teams spend significant time chasing department heads for submissions, and approvals happen in an ad hoc manner as different versions of files keep circulating."}]},{"type":"paragraph","children":[{"type":"span","value":"The "},{"type":"span","marks":["strong"],"value":"Manpower Planning"},{"type":"span","value":" module in greytHR brings this entire exercise into a single, governed workflow. Every stage — planning cycle creation, submission of hiring requirements, and multi-level review and approval happens within the system, making the process structured and transparent for everyone involved."}]},{"type":"paragraph","children":[{"type":"span","value":"The workflow involves three roles:"}]},{"type":"list","style":"bulleted","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Plan initiator (CHRO/Head of HR)"},{"type":"span","value":": Creates and initiates the planning cycle from the admin portal."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Submitters (Department heads/Directors/Senior managers)"},{"type":"span","value":": Submit the manpower requirements for their departments."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Assessors (Reviewers and final approver)"},{"type":"span","value":": Review, modify if required, and approve the submitted plans."}]}]}]},{"item":"Fl4bt-6PQr-TKPZJqFU8VA","type":"block"},{"type":"paragraph","children":[{"type":"span","value":"Once enabled, the "},{"type":"span","marks":["strong"],"value":"Manpower Planning"},{"type":"span","value":" module appears in the application launcher of the greytHR Admin portal."}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Create a planning cycle"}]},{"type":"paragraph","children":[{"type":"span","value":"The planning cycle page displays all existing cycles, categorized by status such as "},{"type":"span","marks":["strong"],"value":"Draft"},{"type":"span","value":", "},{"type":"span","marks":["strong"],"value":"Active"},{"type":"span","value":", and "},{"type":"span","marks":["strong"],"value":"Cancelled"},{"type":"span","value":"."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Step 1: Create planning cycle:"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"From the greytHR Admin portal, hover over the 9 dots and go to "},{"type":"span","marks":["strong"],"value":"Manpower Planning"},{"type":"span","value":". The planning cycle page opens."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Create Planning Cycle"},{"type":"span","value":".\n"},{"type":"span","marks":["strong"],"value":"Note:"},{"type":"span","value":" If a similar cycle was created earlier, you can clone an existing completed cycle instead of creating one from scratch. Select the required cycle from the list and complete the flow."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Enter the "},{"type":"span","marks":["strong"],"value":"Cycle Name"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the "},{"type":"span","marks":["strong"],"value":"Cycle Preparation Window"},{"type":"span","value":". This defines the overall duration within which the entire planning exercise such as cycle creation, submissions, reviews, and final approvals — must be completed. Click "},{"type":"span","marks":["strong"],"value":"Apply"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the "},{"type":"span","marks":["strong"],"value":"Fiscal Year"},{"type":"span","value":" for which the planning is being done. The fiscal year is linked to greytHR Payroll, so if multiple plans are created in a year, they can be filtered easily by fiscal year."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Optionally, add a "},{"type":"span","marks":["strong"],"value":"Description"},{"type":"span","value":" and upload supporting documents such as planning guidelines or instructions for submitters and reviewers."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Next"},{"type":"span","value":"."}]}]}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Step 2: Select the submitters"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the required "},{"type":"span","marks":["strong"],"value":"Employee Filter"},{"type":"span","value":". All employees matching the filter become the submitters for the planning cycle. The dropdown lists the employee filters already created in your account."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"To create a new filter, click the "},{"type":"span","marks":["strong"],"value":"+"},{"type":"span","value":" icon. You are redirected to the "},{"type":"span","marks":["strong"],"value":"Employee Filter"},{"type":"span","value":" page in the main menu. "},{"type":"span","marks":["emphasis"],"value":"(Link to the existing Employee Filter KB article.)"}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Define the "},{"type":"span","marks":["strong"],"value":"Submitter Timeline"},{"type":"span","value":". This is the submission window within which submitters must prepare and submit their manpower plans."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Next"},{"type":"span","value":"."}]}]}]},{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Note:"},{"type":"span","value":" As the employee filter is directly linked to the greytHR employee master, the submitter list updates automatically. For example, if the filter is based on designation and an employee in that designation exits, the replacement is included automatically. No manual update is required."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Step 3: Configure the approval workflow"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select "},{"type":"span","marks":["strong"],"value":"Assessor 1"},{"type":"span","value":". You can choose "},{"type":"span","marks":["strong"],"value":"Manager"},{"type":"span","value":" or "},{"type":"span","marks":["strong"],"value":"Manager's Manager"},{"type":"span","value":". The assignment is dynamic — the plan submitted by each submitter is routed to their respective manager as per the employee master."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Add more assessor levels if your organization requires multiple levels of review."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the "},{"type":"span","marks":["strong"],"value":"Final Assessor"},{"type":"span","value":". The dropdown values come from the workflow reviewer types configured in your account, such as Admin or a named user. To set up reviewer types, navigate to "},{"type":"span","marks":["strong"],"value":"Workflow"},{"type":"span","value":" > "},{"type":"span","marks":["strong"],"value":"Setup Workflow Review Types"},{"type":"span","value":" in the main menu. "},{"type":"span","marks":["emphasis"],"value":"(Link to the existing Workflow Review Types KB article.)"}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Define the timeline for each assessor level."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Next"},{"type":"span","value":"."}]}]}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Step 4: Set up the permissions"}]},{"type":"paragraph","children":[{"type":"span","value":"Define the actions each role can perform, such as create, view, update, delete, approve, and view comments."}]},{"type":"list","style":"bulleted","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Submitter"},{"type":"span","value":": The create permission is enabled by default and cannot be removed. Approve and delete are not applicable. The "},{"type":"span","marks":["strong"],"value":"View Comment"},{"type":"span","value":" permission controls whether the submitter can view the comments added by the assessors."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Assessor 1"},{"type":"span","value":": All permissions can be enabled or disabled as required."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Final Assessor"},{"type":"span","value":": The approve permission is mandatory. Other permissions can be configured as required."}]}]}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Step 5: Review and initiate the plan"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Review the configurations and click "},{"type":"span","marks":["strong"],"value":"Submit"},{"type":"span","value":". The planning cycle is saved in the "},{"type":"span","marks":["strong"],"value":"Draft"},{"type":"span","value":" status."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"When ready, click "},{"type":"span","marks":["strong"],"value":"Initiate Plan"},{"type":"span","value":"."}]}]}]},{"type":"paragraph","children":[{"type":"span","value":"The system automatically sends an email notification to all the configured submitters, prompting them to submit their manpower plans."}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Submit the manpower plan (Submitters)"}]},{"type":"paragraph","children":[{"type":"span","value":"Submitters receive an email notification with a link. Clicking the link takes them directly to the plan page. Alternatively, they can log in to the greytHR ESS portal and navigate to the "},{"type":"span","marks":["strong"],"value":"Manpower"},{"type":"span","value":" module, which displays two options — "},{"type":"span","marks":["strong"],"value":"Plans"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"Reviews"},{"type":"span","value":"."}]},{"type":"paragraph","children":[{"type":"span","value":"To submit a manpower plan:"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"From the ESS portal, navigate to "},{"type":"span","marks":["strong"],"value":"Manpower"},{"type":"span","value":" > "},{"type":"span","marks":["strong"],"value":"Plans"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Open the planning cycle initiated by the CHRO."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Add the hiring requirements for your department:"}]},{"type":"list","style":"bulleted","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the "},{"type":"span","marks":["strong"],"value":"Department"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"Designation"},{"type":"span","value":". These values are fetched directly from the greytHR employee masters, ensuring consistency across the organization."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Enter the "},{"type":"span","marks":["strong"],"value":"Planned Headcount"},{"type":"span","value":" — the number of employees to be hired for the role."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the "},{"type":"span","marks":["strong"],"value":"Hiring Quarter"},{"type":"span","value":" to specify when the hiring is expected — for example, one employee in Q1 and two in Q3."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Enter the "},{"type":"span","marks":["strong"],"value":"Per Head Cost"},{"type":"span","value":" — the estimated annual cost for each employee in the role."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Add "},{"type":"span","marks":["strong"],"value":"Notes"},{"type":"span","value":" to provide justification or business context for the request."}]}]}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Add"},{"type":"span","value":" to add the row. You can add any number of position rows in the same way."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Once all requirements are added, click "},{"type":"span","marks":["strong"],"value":"Submit Plan"},{"type":"span","value":"."}]}]}]},{"type":"paragraph","children":[{"type":"span","value":"The plan automatically moves to the first assessor configured in the approval workflow."}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Review and approve the plan (Assessors)"}]},{"type":"paragraph","children":[{"type":"span","value":"Once a plan is submitted, the assessors review it in the configured sequence."}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"From the ESS portal, navigate to "},{"type":"span","marks":["strong"],"value":"Manpower"},{"type":"span","value":" > "},{"type":"span","marks":["strong"],"value":"Reviews"},{"type":"span","value":". The plans pending for review are displayed."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Open the required plan. All the manpower requests submitted for the department are displayed, including the department, designation, grade, headcount, and per head cost."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Based on the permissions configured for the cycle, the assessor can:"}]},{"type":"list","style":"bulleted","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Edit the requested details, such as the headcount."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Add new position rows."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Add comments to a request."}]}]}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Approve"},{"type":"span","value":". The plan moves to the next assessor level, if configured."}]}]}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Final approval"}]},{"type":"paragraph","children":[{"type":"span","value":"The final assessor typically a senior leader such as the CFO, CHRO, or CEO — can access the planning cycle either from the admin portal or from the ESS review workflow. The final assessor views the plans submitted by all the departments as individual cards and can review, edit, comment, or add new requests before approving."}]},{"type":"paragraph","children":[{"type":"span","value":"To approve all the positions of a department's plan in one go, click "},{"type":"span","marks":["strong"],"value":"Approve All"},{"type":"span","value":"."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Export the approved plans"}]},{"type":"paragraph","children":[{"type":"span","value":"Once the plans are approved, the consolidated data is available for download:"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"From the Admin portal, hover over the 9 dots and go to "},{"type":"span","marks":["strong"],"value":"Manpower Planning"},{"type":"span","value":" and open the required planning cycle."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Approved Plans"},{"type":"span","value":". All the approved plans of the cycle are displayed."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Export"},{"type":"span","value":" to download the consolidated Excel report containing the submitter details, positions, budget, and hiring quarters."}]}]}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Frequently Asked Questions:"}]},{"type":"heading","level":3,"children":[{"type":"span","value":" What is the Manpower Planning module in greytHR?"}]},{"type":"paragraph","children":[{"type":"span","value":"It is a module that digitizes an organization's annual headcount planning. HR leaders create a planning cycle, department heads submit their hiring requirements with budgets, and reviewers approve the plans — all within a structured workflow in greytHR, replacing Excel sheets and email threads."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Which greytHR plans include Manpower Planning?"}]},{"type":"paragraph","children":[{"type":"span","value":"The module is available with the "},{"type":"span","marks":["strong"],"value":"Growth"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"Premium"},{"type":"span","value":" plans at no additional cost. It is not available as a separate add-on for other plans; organizations on lower plans need to upgrade to Growth or Premium to use it."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"How can we enable Manpower Planning for our account?"}]},{"type":"paragraph","children":[{"type":"span","value":"To enable the module for your account, contact the greytHR support team. Once enabled, it appears in the application launcher of the Admin portal."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Who can create a planning cycle?"}]},{"type":"paragraph","children":[{"type":"span","value":"The planning cycle is created and initiated from the Admin portal, typically by the CHRO or Head of HR. Submitters and assessors participate from the ESS portal."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"How are submitters selected for a planning cycle?"}]},{"type":"paragraph","children":[{"type":"span","value":"Submitters are selected using an employee filter. All employees matching the filter become submitters for the cycle. As the filter is linked to the employee master, the list updates automatically when employees join or exit — no manual changes are needed."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"What details do submitters provide in a manpower plan?"}]},{"type":"paragraph","children":[{"type":"span","value":"For each position, submitters select the department and designation, and enter the planned headcount, hiring quarter, estimated per head cost, and notes for justification. Any number of positions can be added in a single plan."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can we have multiple levels of review?"}]},{"type":"paragraph","children":[{"type":"span","value":"Yes. You can configure Assessor 1 as the manager or manager's manager and add multiple assessor levels, followed by a final assessor such as the CFO, CEO, or an admin."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can an assessor modify a submitted plan?"}]},{"type":"paragraph","children":[{"type":"span","value":"Yes, based on the permissions configured for the cycle, assessors can edit the requested details, add new positions, and add comments before approving."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can submitters see the reviewers' comments?"}]},{"type":"paragraph","children":[{"type":"span","value":"Only if the "},{"type":"span","marks":["strong"],"value":"View Comment"},{"type":"span","value":" permission is enabled for submitters while configuring the planning cycle. Organizations can control this based on their requirements."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"What is the cycle preparation window?"}]},{"type":"paragraph","children":[{"type":"span","value":"It is the overall duration within which the entire planning exercise — cycle creation, submissions, reviews, and approvals — must be completed. Separate timelines can also be set for submitters and each assessor level."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can we reuse a previous planning cycle?"}]},{"type":"paragraph","children":[{"type":"span","value":"Yes. While creating a planning cycle, you can clone an existing completed cycle instead of setting it up from scratch."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"How do we get a consolidated view of the approved plans?"}]},{"type":"paragraph","children":[{"type":"span","value":"Open the planning cycle from the Admin portal and click "},{"type":"span","marks":["strong"],"value":"Approved Plans"},{"type":"span","value":". All the approved plans can be exported into a single consolidated Excel report with the submitter, positions, budget, and hiring quarters."}]},{"type":"heading","level":4,"children":[{"url":"https://form.typeform.com/to/t3n8jn1K#source=Manpower_Planning_in_greytHR_Create_Submit_and_Approve_Plans","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","marks":["emphasis"],"value":"Was this article helpful"},{"type":"span","marks":["strong"],"value":"?"}]}]},{"type":"thematicBreak"},{"type":"heading","level":3,"children":[{"type":"span","value":"More resources:"}]},{"type":"paragraph","children":[{"type":"span","value":"▶ Video - Watch our "},{"url":"https://www.youtube.com/playlist?list=PLW4GmthLLrUhZkQmsxJa16v3cj3pEmEUU","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","value":"how-to videos"}]},{"type":"span","value":" to learn more about greytHR."}]},{"type":"paragraph","children":[{"type":"span","value":"📢 Product Update - Read about the "},{"url":"https://admin-help.greythr.com/admin/C1Czo0rvRSWxN8x6SQQLBA","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","value":"product updates"}]},{"type":"span","value":"."}]}]}},"blocks":[{"__typename":"DatoCmsNote","id":"Fl4bt-6PQr-TKPZJqFU8VA","body":"Info: Manpower Planning is available with the greytHR Growth and Premium plans at no additional cost. To enable the module for your account, contact the greytHR support team."}]},"topic":{"id":"DatoCmsTopic-aPdhNytjQNerQVO6sNfY3A-en","slug":"aPdhNytjQNerQVO6sNfY3A","title":"New Releases","app":{"id":"DatoCmsApp-39387766-en","slug":"admin","title":"greytHR Admin portal"},"parentTopic":null}},"related_articles":{"nodes":[{"id":"DatoCmsArticle-123842423-en","slug":"123842423","title":"Leave and Attendance policy comparison between Starter and Premium plans","topic":{"id":"DatoCmsTopic-148965261-en","slug":"148965261","title":"Know More About greytHR","app":{"id":"DatoCmsApp-39387766-en","slug":"admin","title":"greytHR Admin portal"}}},{"id":"DatoCmsArticle-179683284-en","slug":"179683284","title":"Configure Geofence Office Locator feature in greytHR mobile app","topic":{"id":"DatoCmsTopic-143678554-en","slug":"143678554","title":"Attendance Settings","app":{"id":"DatoCmsApp-39387766-en","slug":"admin","title":"greytHR Admin 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