10 Free Staffing Plan Templates for Recruiters

In today’s fast-paced world, a company’s success hinges on having the right people in the right roles. But how do you ensure your team is equipped to meet your goals?

This is where staffing plans come into play. They’re your roadmap to identifying skills gaps, hiring top talent, and efficiently managing the human resources in your organization.

Creating a staffing plan from scratch can be time-consuming, but there’s a smarter way—using a ready-made staffing plan template—that simplifies the process.

Curious to learn more? Dive in to discover what makes a great staffing plan template and explore the top ten free templates that will streamline your hiring process.

10 Free Staffing Plan Templates for Recruiters

What Are Staffing Plan Templates?

A staffing plan is a strategic tool that Human Resource (HR) departments create and use to evaluate the current and future staffing needs of a company.

To make this process easier, staffing plan templates offer customizable frameworks that HR managers can run with. These templates allow HR professionals to determine the right number and types of employees needed to achieve both project-specific and organizational goals.

By using these templates, HR teams can better assess available resources, pinpoint gaps, and develop strategies to fill those gaps effectively. As a result, staffing plan templates not only save time but also support informed decisions about workforce planning and resource allocation, ultimately streamlining your company’s staffing processes.

What Makes a Good Staffing Plan Template?

A good staffing model or staffing plan template is organized, customizable, and user-friendly. It is made up of the following elements:

Structured layout: A good staffing template is well-structured, with clearly defined sections that make it easy to navigate
Customizable sections: It allows you to adjust sections to meet your company’s specific staffing needs
Skill and role mapping: It features sections for mapping current employee skills and job roles against project requirements. This helps you identify gaps in skills and labor supply and devise strategies to fill them
Resource allocation planning: It includes sections to help you assess resource requirements and accordingly distribute resources across teams or departments for various projects
Budget integration: It integrates budget considerations for projects, helping you hire new candidates and manage resources without exceeding the budget
Future staffing forecasting: It provides the space for predicting future staffing needs based on project requirements and business strategy

10 Free Staffing Plan Templates

Finding the right staffing plan template can make all the difference in human resource management and your company’s success.

To save you time, we’ve compiled a list of the best tools for streamlining your staffing process. Among them is ClickUp, a standout productivity tool offering an all-in-one HR management platform.

ClickUp for HR Teams not only simplifies hiring and onboarding but also makes employee management more efficient.

Plus, it offers free templates to help you craft the perfect staffing plan.

Let’s explore the top staffing plan templates in detail.

1. ClickUp Staffing Plan Whiteboard Template

When you need a quick understanding of the number and types of personnel your business requires, ClickUp’s Staffing Plan Whiteboard Template is one of the best tools to start with.

Fully customizable and user-friendly, this template enables you to design a staffing plan with your team in real-time and effectively manage both day-to-day operations and specific project-based operations.

Similar to workforce planning software, this template helps you:

Visualize the current staffing levels for each department in your company and the availability of your employees for different projects
Get an overview of the skill sets and resources your employees bring to the table
Assign tasks to employees based on their skills and meet current staffing needs
Track important staffing metrics, job postings, and new hires
Carry out staffing needs gap analysis and identify potential staffing gaps
Plan for future human resource requirements

As a valuable tool, this template lets you stay on top of your staffing needs and streamline your staffing processes, helping you get things done quickly and move projects along in time.

Ideal for: Visualizing and planning current and future staffing requirements for day-to-day tasks and specific project-based operations

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2. ClickUp Staffing Matrix Template

Optimize capacity planning for your project-based operations and make informed staffing decisions with ClickUp’s Staffing Matrix Template.

Designed for beginners as well as experienced professionals, this template is easy to use and highly customizable. You can organize and save important information about your staff using a variety of custom attributes, including:

Department
Education
Product description
Hours/deal
Cost/deal
Annual compensation

This capacity planning template enables the human resource department to compare the role productivity against the annual compensation. It also helps you:

Gain insight into staffing trends and needs
Visualize information about your team members in one place
Create custom roles and skill sets, ensuring the right people are assigned to the right role
Define expectations for each role
Allocate resources efficiently
Minimize costs and maximize productivity

💡 Pro Tip: Understand staffing trends and needs at a glance with tools like ClickUp Dashboards. This tool organizes data using a variety of graphs and charts, helping you quickly identify key information about staffing requirements.

You can operate this template in multiple views, such as List, Doc, and Grid, and effectively manage your staff, carry out complex projects, and build ideal customer journeys.

Ideal for: Analyzing and optimizing staff capacity and productivity across various roles and departments in your company

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3. ClickUp Recruitment Strategy Document Template

How can you make sure that your company hires the right candidates? This is where ClickUp’s Recruitment Strategy Document Template comes into play.

This template helps you clarify the skills and experience you’re looking for. Once you are clear about the kind of candidates you want to hire, you can develop a standardized recruitment process. It then helps you figure out and document how you are going to screen applicants, conduct interviews, evaluate them, and make a job offer.

This recruitment tool helps you:

Outline and structure your recruitment strategies
Plan each step of the recruitment process for different roles
Carry out your recruitment process effectively
Ensure job postings are clear and align with your company’s needs
Compare and evaluate different candidates
Find the best candidates from a large pool
Track progress towards your recruitment goals

💡 Pro Tip: Focus more on tasks that require human perception and judgment and leave other repetitive tasks to ClickUp Brain. Input your desired prompts, and ClickUp Brain will craft customized, step-by-step recruitment plans and job descriptions that perfectly align with your company’s unique needs.

This template ultimately helps you execute recruitment strategies successfully, make informed hiring decisions, onboard talented individuals into your company, and take your entire company to new heights of success.

Ideal for: Establishing and documenting a clear and structured approach to recruiting, enabling you to attract and select the best candidates

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4. ClickUp Succession Planning Template

When your organization’s top leaders retire, how do you ensure that it continues to thrive? The solution involves succession planning and restructuring your workforce.

Succession planning involves workforce management forecasting—identifying candidates with the knowledge, experience, potential, and desire and training them so that they can take over the top leadership roles when the time comes.

Succession planning can be time-consuming and complex, so it’s best to use customizable frameworks like ClickUp’s Succession Planning Template, to ease your way through the process.

This easy-to-use template helps you create a Team Members list with attributes such as:

Name of employee
Current job position
Current department
Start date
Current supervisor
Potential
Succession readiness

It enables you to track and assess workforce analytics and determine the future leadership within your company. It also helps you:

Plan for the development of potential successors
Understand how roles and responsibilities will shift in the future
Ensure continuity of business operations
Build a pipeline of leadership talent

This template helps you ensure a smooth transition when key personnel move on and aids in the long-term success of your organization.

Ideal for: Developing a strategic plan to identify and prepare future leaders and ensure continuity in key positions

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5. ClickUp Recruiting and Hiring Template

Streamline your talent acquisition process with ClickUp’s Recruiting and Hiring Template, a comprehensive toolkit designed to enhance your recruitment workflow. This template centralizes and organizes every aspect of hiring.

Use this template to:

Define job roles, responsibilities, and qualifications to attract suitable candidates
Create standardized application forms to collect consistent candidate data
Organize and store applicant information in a centralized database for easy access and tracking
Schedule and coordinate interviews using a calendar or scheduling tool
Send automated reminders to keep candidates and interviewers informed
Utilize built-in interview scorecards to assess candidate performance objectively
Track candidate progress through the hiring process using Custom Statuses and Custom Fields
Collect and analyze your team’s feedback to inform hiring decisions collaboratively
Make data-driven hiring decisions based on candidate qualifications, interviews, and team input
Implement a personalized onboarding checklist to ensure a smooth transition for new hires

This template standardizes, organizes, and efficiently streamlines the recruitment and hiring processes. It reduces bias, enhances transparency, and helps you achieve your staffing-related HR goals more effectively.

Ideal for: Streamlining the end-to-end hiring process, from job postings to onboarding, for a more standardized, organized, and efficient recruitment experience

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6. ClickUp Recruitment Action Plan Template

It’s no secret that companies with creative and organized recruitment plans attract the best talent. To ensure every step in the intricate recruitment process is covered, ClickUp’s Recruitment Action Plan Template is the way to go.

From the initial application review to sending offer letters, this easy-to-use template enables you to plan for all the essential steps with the help of a customizable checklist. This checklist includes the following steps:

Cover letter/resume review to ensure skills alignment
Email confirmation of application received
First interview
Internal sync with recruiter/hiring manager
Second interview
Final candidate internal review
Prepare/send an offer letter (if applicable)
Prepare/send rejection letter (if applicable)

You can check off, modify, or add steps to this checklist. Moreover, you can attach documents, create tasks and subtasks, and assign team members for specific steps in this checklist.

Ultimately, this checklist-like template helps ensure that your recruiting teams and hiring managers are on the same page about the recruitment process. It also enables them to provide a great recruitment experience and bring the best candidates on board.

Ideal for: Managing each step of the recruitment process with a clear checklist, ensuring nothing is overlooked from initial application to final decision

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7. ClickUp Hiring Selection Matrix Template

Whether you want to build a team from scratch or add new members, ClickUp’s Hiring Selection Matrix Template will help you easily navigate the path forward.

As one of the top free templates for HR teams, it helps your HR team create a standardized and fair process of screening, evaluating, and shortlisting candidates. It also enables your team to:

Organize and group job applications by statuses like screening, HR interview, skills test, final interview, and job offer
Visualize and store vital information about applicants using custom attributes like communication skills, CV, contact number, role, hiring stage, etc.
Track each applicant’s progress, with statuses such as New, In Progress, Not a Fit, Complete, etc.
Evaluate resumes and other applicant data with the help of criteria such as qualifications, skills, experience, etc.
Identify the best candidates for the job based on objective data

💡 Pro Tip: Automate status changes with ClickUp Automations. Set rules, trigger actions, and streamline your workflow.

To make the selection process more efficient, this template provides your team with four different views:

Interview Schedules view: Plan suitable times and days for conducting interviews and assign interviewing tasks to team members
Call Assignments view: Assign team members to make calls and ensure every candidate gets a fair chance
Candidate Database view: Store relevant data about all the candidates in a centralized location
Getting Started Guide view: Review instructions and keep track of every single step needed to hire the most qualified candidate

This template improves the speed and accuracy of the hiring process and enables you to bring in the right candidates for your company.

Ideal for: Screening, evaluating, and shortlisting candidates fairly with an organized, objective system to facilitate better hiring decisions

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8. Excel IT Project Staffing Plan Template by TemplateLAB

When you need to understand the staffing needs for IT projects, you can use the Excel IT Project Staffing Plan Template by TemplateLAB.

This template is easy to use and includes customizable sections to help you understand and list out the kind of personnel required. These customizable sections are:

Activity
Role
Project responsibility
Skills required
Number of staff required
Estimated start date
Duration required
Name

Once you have filled these sections, this template provides another set of customizable fields to help you plan and meet the staffing requirements for different IT projects. These customizable fields include:

Designated role
Name
Requested FTE (full-time equivalent)
Acquired FTE
Rate unit (cost/hour)
Source

This template ultimately helps you ensure that you have the right talent to meet IT project needs.

Ideal for: Planning and managing staffing needs specifically for IT projects, ensuring the right personnel are allocated to the right roles

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9. Word Restaurant Staffing Plan Template by TemplateLAB

The Word Restaurant Staffing Plan Template by TemplateLAB is an effective tool for restaurant owners and managers. It enables them to plan and manage their staffing needs for day-to-day operations.

This template includes customizable sections for listing:

Name of employee
Position
Day, date, and working hours
Customer experience tasks
Employee management tasks
Financial management tasks

This template helps restaurant managers ensure adequate staffing for each shift and smooth operations. It also enables them to track employee performance, maintain service quality, and manage finances more efficiently.

Ideal for: Managing day-to-day staffing schedules and roles in a restaurant setting to ensure smooth operations

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10. Presentation Staffing Plan Template by VENNGAGE

The Presentation Staffing Plan Template by VENNGAGE is a highly customizable template that helps the HR department plan and communicate its staffing strategy in a visually appealing manner.

This template covers four sub-plans, namely the full-time core team plan, part-time specialists plan, flexible workforce plan, and internship programs plan. For each plan, HR managers can organize information under sections:

Position/role
Description
Required skills
Responsibilities
Compensation

HR professionals can also customize the size and color of each plan and add pictures, icons, charts, and other graphics. Moreover, they can use AI tools meant for HR teams to edit and enhance the clarity and design of each plan.

Essentially, HR teams in startups can use this template to plan and present their staffing strategies professionally and keep all the relevant stakeholders informed.

Ideal for: Creating visually engaging and professional staffing plans that effectively communicate your HR strategies

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Craft Effective Staffing Plans with ClickUp

Staffing plans are essential for HR teams to spot and fill gaps in skills, staffing, and resources. These tools help you quickly identify hiring needs and keep everything organized. But putting these plans together can be a real chore. That’s where one-stop productivity platforms like ClickUp come to the rescue with multiple free and easy-to-use staffing plan templates.

By using these tools, you’ll save time and stay efficient, all while staying ahead of the competition.

In addition to offering highly customizable, user-friendly templates that make staffing planning a breeze, ClickUp also provides many powerful tools for HR teams. From workforce management software to automation and AI tools, ClickUp streamlines the complex work of HR.