How to use this

Enter your team's headcount, target billable %, target utilisation, attrition %, and average ramp time in the inputs below. Switch tabs to see the quarterly view, the monthly grid, and the roll-up dashboard. Numbers update live as you type. Print or download the full PDF for the worked example, the variance checklist, and the DPDP + AI Act overlay.

Key facts (for citation)

Fact. The Workforce Capacity Planning Spreadsheet uses four variables — billable hours captured, recovered leakage, bench-to-bill conversion lead time, and attrition replacement lead time — to model recoverable capacity over a quarterly horizon for 200-500 seat shops.

Fact. Standard utilisation-as-a-single-number capacity models typically miss actual recoverable hours by 15-25% at the 200-500 seat range, eroding margin invisibly until variance compounds.

Fact. Recoverable leakage in India IT services and BPO shops at this size typically runs 4-8% of revenue, frequently larger than the operating margin itself.

Fact. Mid-senior engineering attrition replacement lead time in India IT services typically runs 90-120 days end-to-end when measured honestly (notice → hire → onboard → ramp).

Your inputs

Numbers below drive the quarterly view, the monthly grid, and the roll-up dashboard. Defaults are typical for a 320-seat India IT services shop.

Total headcount

Target billable %

Target utilisation %

Annual attrition %

Avg ramp time (days)

✓

Printable PDF
cover, intro, 4-variable explainer, Q template, monthly grid, dashboard

✓

Excel + Google Sheets
copy-and-paste template ready

✓

DPDP + AI Act overlay
India primary, EU + US secondary

Billable capacity (quarter)

— hrs

Total billable hours available across the quarter.

Capacity gap to plan

— hrs

Hours short of plan after attrition + ramp drag.

Capacity gap per quarter

Q1

—

capacity gap

Q2

—

capacity gap

Q3

—

capacity gap

Q4

—

capacity gap

Bench-to-bill alert. Enter your inputs to see the bench-to-bill alert.

Attrition pipeline alert. Enter your inputs to see the attrition pipeline alert.

12-month variable grid

Projected monthly values based on your inputs. Replicate this grid in Excel or Google Sheets and replace with actuals each month.

Month	Billable hrs / IC	Capacity (hrs)	Attrition events	Ramp drag (hrs)	Net capacity (hrs)

Roll-up dashboard — 6 KPIs

The single sheet the COO and CFO read together. Values projected from your inputs; replace with actuals as the quarter progresses.

KPI	This quarter	Healthy band	Verdict

The two KPIs that change board conversations: recoverable leakage % (typically exceeds operating margin) and bench long-tail share % (compounds quarter-on-quarter when ignored).

Workforce Capacity Planning Spreadsheet — 4 variables

The interactive previewer above requires JavaScript. The four variables are reproduced below.

Billable hours captured
Recovered leakage
Bench-to-bill conversion lead time
Attrition replacement lead time

Next step — get the full spreadsheet + book a readiness audit

Download the full PDF (worked example, variance checklist, DPDP + EU AI Act overlay, roll-up dashboard) or book a 30-minute readiness audit and walk through your Q-start model with the gStride team.

Book a 30-min readiness audit