Headcount approval

Checks each new role against your headcount plan, gets finance's approval and the executive's when it isn't budgeted, and tells recruiting to open the req.

Live example

Click a step to see how it works.

Chat

When a hiring manager asks for a new role, check our headcount plan sheet for a budgeted line that matches. Finance approves every request on a form; if it isn't in the plan, our executive approves it after finance. Remind them after a day, up to twice. When it's approved, add it to the plan and tell recruiting on Slack to open the req. If anyone rejects it or doesn't answer, tell the hiring manager why on Slack.

Here's the plan:

Check the headcount plan: starts from the hiring manager's request form and looks for an open line in your headcount plan that matches.
Finance approves: emails finance a form to approve or reject the role, with up to two reminders a day apart.
Executive approves: for a role that isn't in the plan, emails your executive a form too, with up to two reminders a day apart.
Open the role: adds it to the headcount plan and tells recruiting on Slack to open the req.
Tell the hiring manager: if anyone rejects it or doesn't answer after two reminders, messages the hiring manager on Slack with the reason.

Set your approvers, the recruiting channel and your headcount plan in the settings. Tell me what to change. For example: "Skip finance for backfills."

New role request

The hiring manager's request for a new role.

Form

Check the headcount plan

Looks for an open line in the headcount plan that matches the requested role.

Finance approves

Needs input

Emails finance a form to approve or reject the role, with up to two reminders a day apart.

Waits for a reply

Continues after 1d

Finance approved it and it isn't in the headcount plan.

← Finance approves

Executive approves

Needs input

For a role not in the plan, emails the executive a form, with up to two reminders a day apart.

Waits for a reply

Continues after 1d

Finance approved it and it's in the headcount plan.

← Finance approves

The executive approved it.

← Executive approves

Open the role

Adds the role to the headcount plan and tells recruiting on Slack to open the req.

Finance rejected it, or didn't answer after two reminders.

← Finance approves

The executive rejected it, or didn't answer after two reminders.

← Executive approves

Tell the hiring manager

Messages the hiring manager on Slack when the request is rejected or still has no answer after two reminders.

Step by step

A new role needs a check against the headcount plan and approvals in the right order. Malleable checks the plan, sends the request to finance and, when the role isn't budgeted, to your executive, then tells recruiting.

1A hiring manager fills in a form with the role, level, team, salary range, start date and why now
2Malleable looks for an open line in your headcount plan sheet that matches
3Finance gets an email with a form to approve or reject it, with up to two reminders a day apart
4If the role isn't in the plan, your executive approves it after finance
5Once approved, it adds the role to the headcount plan and tells recruiting on Slack to open the req
6If anyone rejects it or doesn't answer, it tells the hiring manager why on Slack

What the team gets

Every request checked against the plan
Unbudgeted roles go to your executive automatically
Recruiting hears the moment a role is approved

Apps it uses

Google
Slack

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