Contingent Workforce Headcount and Spend Tracker

Keep your contingent workforce in one place. See who is assigned to each department, what you spend with each staffing agency, and which assignments are approaching their tenure limits.

One place to manage contingent workforce data

Track your contingent workforce as assignments begin, change, and end. Keep headcount, agency spending, and tenure information together. Works in Excel or Google Sheets.

• Start Here. Two pages explaining how the tabs fit together and which to use first.
• Contingent Workforce Headcount and Spend Tracker. Includes the assignment roster with calculated tenure and flags, headcount and FT-versus-temp ratio summaries, agency spend by vendor, the conversion-candidate watchlist, and an assumptions tab. Opens on a worked example. Works in Excel or Google Sheets.
• TrueStep HR Product License. Explains permitted uses and restrictions for the files, including the consultant and white-label tiers.
• Using This Workbook in Google Sheets. A two-minute guide to importing the workbook into Google Sheets instead of Excel.
• Quick Reference (PDF). The whole workbook on one page, including what each tab is for, what you enter, and how to read the result.

How to use the tracker

Enter your assignments in the roster and update them as workers join, move, or leave. The tracker recalculates the figures, flags, and watchlist using the information you enter.

• Record each assignment. Enter the worker, department, vendor, start date, and rates. The tracker calculates tenure from the dates and flags assignments automatically.
• See your workforce totals. Review headcount by department, the FT-versus-temp ratio, and total spend by vendor. Each figure calculates from your roster entries.
• Monitor assignment tenure. The tracker flags workers approaching the tenure cap you set. Record any breaks in service in the Notes column.
• Review conversion candidates. The watchlist identifies workers to consider moving onto payroll and includes the cost case for each, ready for the conversion workbook.

See where your agency spending goes

Bring agency spending, worker assignments, and tenure information into one roster. Review program costs, trends, and flags together instead of tracking individual invoices separately.

• Understand assignment tenure limits. The workbook documents an 18-to-24-month cap as a common corporate practice, not a legal safe harbor. You can track assignments against the cap you choose.
• Calculations from your roster. Tenure, workforce ratios, spending shares, and flags calculate from the dates and rates you enter. The figures update as you maintain the roster.
• Spending by staffing agency. See each vendor's total spending and share of the program when reviewing agency costs or negotiating terms.
• A worked example throughout. The tracker opens with a realistic contingent workforce program so you can see how the calculations work.

Who this is for and other options

Built for

• HR leads and operations leaders tracking a contingent workforce that sits outside the HRIS.
• Finance partners who want to review agency spending by vendor in a single workbook rather than undertake a systems project.
• Consultants helping clients establish basic processes for managing contingent workers.

If you are looking for

• Evaluating payroll conversion costs? The Contingent Labor Cost and Conversion Workbook calculates the financial case for converting agency workers.
• For agency terms and scorecards, the Staffing Agency Management Kit covers the agreement, the rules of engagement, and vendor scoring.

Before you buy

How does the tenure-cap flag work?

The tracker calculates tenure from each assignment's start date and flags workers approaching your chosen cap, set to 18 months by default. Record breaks in service in the Notes column, as these are not automated. The Start Here guide explains that the tenure cap is a common corporate practice, not a legal safe harbor.

How often should I update the tracker?

Update assignments as workers join or leave, and change rates when needed. The remaining figures calculate automatically. A fifteen-minute monthly review keeps the program summaries current.

Does it work for multiple sites and vendors?

Yes. Each assignment includes a department, site, and vendor. You can review spending and workforce ratios by each of those categories.

Is this legal advice?

The tracker organizes workforce and spending information. Worker classification and co-employment questions belong with qualified employment counsel.

Is it a subscription?

No. This is a one-time purchase with no recurring fee.

What happens when the figures change?

Each file carries a last-reviewed date so you can see when it was checked. The assumptions tab dates every default to its source, so you can update a changed rate in one cell.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

What happens after I buy?

Your download link appears immediately after checkout. Your receipt arrives by email with the same link. Open the Start Here page first for the recommended order. For setup questions, email support@truestephr.com.

Can I expense this purchase to my business?

A tool you use for work often qualifies as a deductible business expense, but that depends on your situation, so confirm with your accountant. Your receipt arrives by email at checkout and works as documentation.

Planning figures use sourced, dated defaults. Confirm your own rates and terms before acting on the outputs. General information, not legal or tax advice.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Excel or free equivalents, including LibreOffice and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.