Real-time headcount visibility for 2,400 employees
A software company centralizes employee lifecycle data for roughly 2,400 employees in Airtable, syncing employee records via API from an identity provider and an HR information system with onboarding and offboarding dates. Headcount dashboards in Interfaces break the data down by location, legal entity, and team, giving HR and department managers real-time workforce visibility to inform platform adoption and capacity decisions.
The problem
Turnover and headcount reporting were manual, so HR and department managers had no real-time view of workforce metrics. Identity data and HR data lived in separate systems with no single place that combined them for planning.
What they built
HR and IT built an Airtable base that syncs employee master data by API from Okta and the HR information system for roughly 2,400 employees. Interface dashboards break headcount down by location, legal entity, and team, and pull in login data on platform usage.
The outcome
HR and department managers now work from one source of truth, with real-time dashboards replacing periodic reporting. Combined identity and HR data gives leadership a data-driven basis for deciding which tools to expand and which to retire.
Inside the solution
Workforce Analytics and Headcount Planning
People & Talent Operations
- Employee master data sync via API
- Onboarding and offboarding date tracking
- Headcount breakdowns by location, legal entity, and team
- Login data integration for platform usage dashboards
- Manual turnover and headcount reporting
- Lack of real-time workforce metrics for decision-making
- Disconnected HR and IT data sources
- Single source of truth for workforce data
- Real-time dashboards replacing manual spreadsheets
- Data-driven decisions on tool adoption and retirement
- HR
- IT
- Department Managers
- Okta
- an HR information system
Workforce Analytics and Headcount Planning
Track every employee record, onboarding and offboarding date, and headcount plan line in one base, then read real-time headcount broken down by location, legal entity, and team on a dashboard that also shows plan versus actual and which platforms people actually log into. Automations open the lifecycle event and backfill requisition the moment someone joins or leaves and email a weekly variance digest, while AI fields draft the plan-variance narrative, requisition risk flag, and tool adoption recommendation.
From manual spreadsheets to real-time headcount dashboards
Copy the templates
Sync the data
Publish the dashboards
FAQ
Frequently asked questions
Employee records sync automatically by API from the identity provider and the HR information system, so onboarding and offboarding dates update without anyone re-entering data.
Interface dashboards that read directly from the synced employee data and break headcount down by location, legal entity, and team in real time.
Login data from the identity provider feeds a usage dashboard, so leadership can see which platforms employees actually use when deciding what to keep or retire.
The synced dataset tracks roughly 2,400 employees across the organization.
No. Headcount reporting runs on API sync and Interface dashboards rather than AI-driven analysis, though the structured employee data is a solid foundation if that changes.