Your employees will be able to access all their personal information, documents and other functionalities anytime and anywhere.
An employee database is an organised system or set of information that stores relevant data about an organisation's employees. It is a tool used by companies to manage and maintain a record of their employees, including personal information, job details, skills, educational background, employment history, benefits, among other related data.
The employee database allows vital information about each employee to be stored and organised centrally, making it easy to access and manage data. This helps human resources departments and managers keep track of employees, perform tasks such as hiring, performance management, payroll, benefits, appraisals, training, career development, and more.
In addition, an employee database may also contain important information for the company as a whole, such as employment statistics, productivity reports and data for labour and legal compliance.
Creating an employee database involves several steps. Below, I will provide you with a basic guide on how to do it:
Remember that the creation and management of a database may require technical knowledge and, in some cases, it is advisable to have a database specialist or developer to ensure its correct functioning.
Creating a personnel database in Excel is a viable option if you do not have specialised HR software. Below, I will show you the basic steps to create a personnel database in Excel:
The data you should have on an employee may vary according to the needs and policies of each organisation. However, the following are some common data that are often relevant and necessary for personnel management:
- Full name.
- Date of birth.
- Home address.
- Telephone number.
- e-mail address
- Marital status.
- Identification or social security number.
- Job title or position.
- Department or area of work.
- Date of hiring.
- Type of contract (temporary, full-time, part-time, etc.).
- Employee number or unique identifier.
Emergency contact details:
- Name of an emergency contact person.
- Emergency telephone number.
Salary and financial information:
- Base salary.
- Fringe benefits (bonuses, commissions, etc.).
- Bank accounts for salary deposit.
- Tax information.
Work and educational history:
- Previous work experience.
- Educational background (degrees obtained, educational institutions).
Skills and certifications:
- Skills relevant to the job.
- Professional certifications and licences.
Payroll and benefits data:
- Bank account number for payroll.
- Deductions (taxes, social security, insurance, etc.).
- Benefits offered by the company (health insurance, pension plan, holidays, among others).
It is important to note that the collection and handling of personal data is subject to privacy and data protection laws and regulations in each jurisdiction. Therefore, it is critical to ensure that you comply with applicable laws and obtain appropriate consent from employees to collect and use their personal information.