When managing a big team or a small company with just a few employees, you must have an organized document containing their basic information. Moreover, with the proper document, you can also precisely track and evaluate their performance.

The most used tool for this mission is the employee database. Once you have a well-structured spreadsheet, you can quickly locate the desired employee data and personal details.

Making an employee information sheet is a common practice not only with those who are already part of the company for some time but also with new employees. It can be used by organizations of any type and size.

In this article, we will show you how to make the perfect employee information form to collect information. Follow each step to ensure a template that fits your needs and positively impacts the human resources sector of the company.

The employee database is a document, usually online, that gathers the primary information regarding the employees of a company. This information can go from the hire date to informational notes about them.

The information for this database is usually collected through a data entry form, and the data collected is used mainly by the HR department.

The more information you add to the employee directory template, the better for the company. There are multiple ways of collecting data from company employees. The most common is through a dedicated form.

The employee database is a type of human resources management template, and there is a reason why every company that has a more significant number of employees creates one. In case of any emergency involving an employee, the spreadsheet template is the first place where the company will look for the necessary information.

Moreover, keeping track of each employee can be challenging once you have many people working in your organization. The Excel spreadsheet makes it almost automatic, facilitating and optimizing the management.

Now it’s time to see the main information that should be included in your employee database for an effective result. Each industry and company will have specific needs and particularities.

Make sure to analyze the following categories to see how they can impact your business and if they should be featured in your template. Here are some of the most commonly used categories and fields when making a template for employee information.

Employee Name

Since the main objective of this kind of document is to gather essential information, it is natural that the first category to be included is the employee’s name. Writing the name of the person has more functions than just identifying them.

The database sometimes will have hundreds of employees, and manually looking for the right person is too time-consuming. With the name, you can search for it, dismissing the need to look individually.

Birth Date

Adding the employee's birth date is also something common when building HR Excel templates. Sometimes companies like to give a day off to their employees or a bonus on the day of their birthday.

With this information registered in the database, the company can better plan on which day each employee will be off, for example. The birth date usually doesn’t have any work-related information directly but is optional information that most companies like to keep a record of.

Address

The address is also one of the most critical pieces of information to be featured in the template. In case of difficulty contacting a specific employee, you can use the provided address to look for them.

Moreover, the address can also be used in case you need to send something to the employee. In case of any delivery, HR can consult the address on the database to know where to send it to. Some companies also determine that the employee must have an address to get hired as a security measure.

Contact and Emergency Contact

The employee must provide a main contact and an emergency contact for the HR data system. The main contact information will be the first resort if the company needs to contact the employee for any reason.

On the other hand, the emergency contact will be used if anything happens with the employee and the company needs to contact their relative. This kind of information must always be up to date, and in case any worker changes the number or emergency contact, it must be immediately informed to the HR department.

Job Title

It is also common to add the employee’s job title when creating the employee database. Companies do this for different reasons.

One of them is to make it easier to localize the employee among the others and separate them into groups for better organization. Another reason is that having the job title in the staff database lets you quickly locate a substitute for a task when needed.

Start Date

You can also create a field dedicated to the start date of each employee in the company. This is very important to track information like when the employee will be under a new wage or when to give them bonuses depending on your organization's policy.

Having this information registered can also come in handy in case any legal action is taken. The more information you feature in the template, the better for both the employee and the company.

Supervisor

When hiring a new employee, it is also common for companies to take note of the supervisor responsible for that person. They do this to quickly know who to report to in case anything happens with the employee or if they do anything wrong.

With this, they can plan what will happen to the employee and to whom each update must be reported.

Average Salary

Taking note of the employee’s average salary is also something that happens in most employee database Excel template examples. That lets you easily track how much each employee should receive, avoiding problems.

Other than that, this information is also the first thing to be consulted in case the financial department needs to correct any mistakes during the payment period. Ensure to keep this information updated when an employee gets under a new wage.

There are multiple tools that can be used for creating a new blank spreadsheet to customize. From known software to specialized tools, each one has its own features to help with this task.

Among all the options available, we highly recommend using Microsoft Excel for this kind of document. The Excel format not only has the best tools available but is also an industry standard, meaning that you won’t need extra software for other tasks as well.

If you don’t have a Microsoft Office activation key, you can easily acquire one at RoyalCDKeys for a considerably lower price. This way, you get all the tools necessary to create your blank workbook and still save money.

If you don’t want to create a new spreadsheet from scratch, there is no problem. Here are some templates you can download and edit using Excel.

Don’t forget to add any necessary information to better manage employee data. Here are the employee database template examples:

Template #1

Simple employee data document. Features a minimalistic design for the user to add data and space for a new column.

Get this template

Template #2

Employee data template with automated visualization techniques. Features space to add columns and a search bar for automatically looking for specific data.

Get this template

Template #3

Complete employee data document. Template features summary for quickly looking for the desired information.

Get this template

Gathering data from each employee and keeping it registered in a common database is vital for any company with a high volume of employees. For the most efficient results, managers from various departments use an employee data document.

Using Excel format also ensures maximum compatibility with almost any device and lets you customize any aspect of the spreadsheet. After customizing the document, you can also set permissions and choose which parties can access it.

Now that you know everything you need, it is time to create your employee data template. Ensure to include all the necessary information to end up with a spreadsheet that positively impacts your business.