New to HR? Seeking Advice on Creating an Employee Database in Excel

Hi,

I have started working in the HR department of an IT firm, where I have been given a task to develop an employee database in the form of Excel sheets. I want to know what kind of various sheets I can prepare and what columns should be included. Please help me in understanding and preparing various reports with respect to the employee database. It would be a great help if I could get some sample sheets.

Looking forward to a reply.

Thanks & Regards,
Nitu

Hi,

An employee database can be prepared in an Excel sheet. You have to add columns such as:

- Name of the Employee
- Employee ID
- Date of Birth
- Date of Joining
- Bank Account Number
- PF Account Number
- PAN Number
- Email Address
- Mobile Number
- Contact Address

Regards,
Zenha

Employee database can be prepared in an Excel sheet. You have to add columns like:

- Name of the Employee
- Employee ID
- Date of Birth
- Father's Name
- Department/Division (If any)
- Department/Division Head
- Date of Joining
- Qualification
- Designation
- Date of confirmation (if probationary period applicable)
- Present Salary
- Last Date of Increment
- Amount of Increment
- Contact No.
- Bank A/C No.
- PF A/C No.
- ESI Insurance No. (If any)
- PAN No.
- Email ID
- Blood Group
- Contact Address

Hope this will help you.

With regards,
Madhu

Nitu,

Find attached a sample format....see if this helps.

Regards,
Suja

Please see the attachment.

Sanjeev

I hope this attached file will help you.

Hi Nanda,

You can use the attached MIS.

Rajasekar

Hi,

First of all, you have to prepare a simple separate file for each individual employee. In this file, maintain all the documents from the start to the end, such as:

- Resume
- Appointment letter copy
- Previous employment letter
- Salary slip (previous)
- Family photos (passport or postcard)
- ESIC & PF forms
- Induction letter
- Confirmation
- Increment letter

At the time of resignation, maintain an Exit Form.

Okay.

Bye

Hi,

The employee database should have the following information:

- Employee Code
- Employee Name
- Father Name / Spouse Name
- Designation
- Department
- Date of Joining
- Date of Exit
- Date of Birth
- Contact Number
- Email ID
- Communication Address
- Permanent Address

Additional optional fields to include:

- Blood Group
- Gender
- Marital Status
- Bank Account
- PF Account
- ESI Number
- Qualification
- Experience
- Previous Employer Record
- PAN Number
- Passport Number

You can select the fields you find necessary for maintenance.

Bye,
Usha

Hi there,

I am working as an HR coordinator and will try my best to help you out. I have attached the Excel file, please go through it and revert back.

Regards,
Megha
HR and Training Coordinator
KPIT(AIeMS)
Bangalore 😊😊😊

Hi, here is the employee data sheet that we are preparing for our company. I think it will be helpful to you.

Hi Rajashekhar,

This database sheet is amazing! Could you please email me at gsumaro@gmail.com? I am facing some macro errors while using it. Your assistance would be greatly appreciated, Rajasekar! Thank you once again for uploading and sharing it with us!

Warm regards,
gsumaro

Hi Rajasekar, can you help us with how to use MIS data? We are trying to check the formula as it is not functioning.

Regards,
Rajasekar

The Future of Employee Databases: Beyond Excel

Experts have rightly summed up the important fields needed to maintain an employee database in an Excel sheet. However, the question in today's tech-savvy world is, do you still want to continue working on Excel sheets only?

Most online tools are making the work of HRs more productive. FastCollab helps you not only with maintaining employee databases but also with Leave Management, Expense Management, and even running Payroll Online. Isn't it something that should expedite the whole tedious work with Excel?

Take a look at http://www.fastcollab.com | Marketplace | All-In-One Platform

Hello everyone,

I'm a new member. I am preparing the master data file of the employees' database. Could anyone help me out with the format and which information I have to put in?

Thanks in advance.

With regards,