Employee Database Template | Free Payslip Templates

An employee database template is a software based tool which states the company’s legal information as well as basic information pertaining to human resource management. This can limit to its employees welfare, detailed information, career path and development, last but not the least, their past work history. “An employee database is an official document that contains all the work-related information of an employee, starting from when they joined the company up until their recent position in the company.” Every employee is assigned a folder once they join the company. As the time passes, the information related to the employee’s work history keeps on adding up to the folder. It also mentions, in case the employee gets promoted or demoted to another designation in the company. The pay stub of every employee is also clearly mentioned in the employee database. The number of leaves taken by the employee on certain dates is also added to the employee database for those exact dates. Any apology letter by employee in offense of any misbehavior or any action against the company’s policies.

What formulate an Employee database

Employee database can be made in a variety of layouts and designs depending on the kind of company issuing them. An employee database template starts with the name of the firm or the company generating it to keep the record of their employees. Additionally, the logo of the company can also be added right next to the name or even as a watermark in the center. The name of the employees section is added to the first column of the table followed by the column stating their respective jobs or duties. The details for the job duties can be further mentioned in the next column. This template allows the employers to keep a track of working schedule of each employee since every detail has been mentioned on the employee database.

Purpose of an Employee database

The purpose of employee database is very vital yet cleared. It incorporates the mission statement that mentions the goals and objectives of the company towards their human assets. Alongside that, the employee database contains the basic key terms and their definitions for what they mean when used in a legal document. The discipline and the conduct policies are also made to be the part of the employee database. It might as well contain a copy of the job offer letter or the contract which was signed between the employer and the employee at the time of hiring. It can be made in the form of an individual detailed folder or simply a spreadsheet of all the employees working in the company alongside brief details of their job and work history at the company.

Pure Advantages of Employee database

There are as many advantages as One can understand. It is like a handbook which contains a million dollar worth of information. Every human working in an organization is an asset and can be utilized to achieve long term success and prosperity. A few yet worthy advantages are given below as quick reference;

1- Employee database files come in handy when the employer is in need to take any legal action against any employee due to violation of a employment agreement.

2- It is also useful in order to keep a check on the employees’ performance during a calendar year. However, organization may issue performance certificates or appreciation certificates to motivate human staff.

3- Annual or random increments based on salary increase letter by employee is also based on the database files. The system will decide if an employee should be given a raise or not.

4- Keeping all the record in an employee database builds the pressure on the employees and this ensures that they give their best to be in the good books.

5- The process of holding employee database enables management for a transparent record which increases the overall engagement of its employees.