A staffing table is the document that answers what positions a company has, how many of each, and what they pay. Unlike a list of employees it describes places rather than people: an unfilled post is still a line in the table, and that is where a vacancy comes from.
Why it is not the same as a list of employees
A list of employees answers "who works here"; the staffing table answers "what posts exist here". The difference shows at a departure: the person leaves and the post remains — and whether it is closed or left open determines both the vacancy and the planned payroll.
Hence its practical value: the table is the basis for planning. Multiply rates by the number of posts and you have the planned payroll budget; compare filled with vacant posts and you see the real staffing level of each site rather than a company average.
What it has to contain
The format varies, but the data that makes a staffing table usable is fairly fixed.
- Position and department — tied to the org structure rather than kept as a separate list.
- The number of posts per position, including fractional posts where those are used.
- The rate or tariff grade — the same one as in the tariff grid, so the planned payroll is computed from a single source.
- Status: filled or vacant, with the date it became free — otherwise a vacancy is noticed when there is nobody to work the shift.
How this works in Verifix
In Verifix the staffing table is linked to the org structure and the tariff grid: filled and vacant posts are visible in one chart, and the planned payroll is computed from rates and post counts automatically.
Personnel events change the table by themselves: a hire fills a post, a departure frees it, a transfer moves it. So a vacancy reaches recruitment the moment it opens rather than when someone notices it while building the rota.
In short
A staffing table describes posts, not people. Both the vacancy and the planned payroll come from it — which is why it should change with a personnel event, not by hand once a quarter.