Employee database software
Employee database software with dated job history
Employee database software is one trustworthy list of your people and the facts about them. ExecCortex keeps it in Human Resources Management: every job change dated, sensitive fields locked to the people allowed to read them, and an export that matches what you filtered.
Employee database software or a spreadsheet
Employee database software holds the record of every person who works for you: identity, contact details, job, department, location, manager, documents and the history of how each of those changed. A spreadsheet can hold the same columns, but it cannot remember what a cell said last year, it cannot hide a bank account from the person reading the row, and it cannot tell two copies of itself apart.
In ExecCortex the employee database is the Employees screen in the Human Resources Management app. It is also the Staff Directory that Invoicing and Asset Management read, so a person exists once and every app that needs them uses the same record. In the UK this is often called a staff database; it is the same thing.
What each employee record holds
Identity and contact
Name, employee number, work email and phone, personal contact details and emergency contacts.
A dated job history
Title, department, designation, location, legal entity, manager and status are dated records. A change never overwrites the one before it.
Your own fields
Additional details holds fields your workspace defined for itself. A field marked restricted is removed before the record reaches somebody not allowed to see it.
Documents
Contracts, passports and other files sit on a private disk that no public route can reach.
Reporting lines
A direct manager plus optional dotted lines, which appear under Advisory reports rather than mixed into the team.
Profile health
A weighted meter that names each gap and points at the card to fill. It counts only fields every viewer can see, so two colleagues read the same figure.
Searching, filtering and exporting the employee database
Search matches name, employee number and work email. Department and location filters are independent, so combining them asks a real question: who in Engineering sits in one office. The cards across the top count everyone you can see under your filters, not just the page in front of you.
Columns turns any of eleven facts on or off for the screen. It never affects the export. The export covers every person matching your current filters, and fields you are not permitted to see are never sent to your browser, so a colleague with more access gets a wider sheet and neither file is wrong.
Without the sensitive viewing permission, national ID, tax id, bank details and health related notes never reach your browser at all. Where you see a restricted panel, there is no hidden data behind it to reveal.
Keeping the data right
Records go stale because the person who knows the answer is not the person holding the spreadsheet. The Employee Portal fixes that for staff who have no login: send them a link, send the code by a different route, and they fill in their own details.
A submission is a proposal. Nothing an employee typed appears on their profile until somebody in HR accepts it, field by field, and what was submitted is kept with when it arrived. When a profile needs to be shown to somebody outside the company, a share link publishes a Basic or Full scope that never includes pay, personal contact details, date of birth, documents or leave.
Building your employee database in ExecCortex
1.Add people one at a time
On Employees, the add drawer takes identity, contact facts and the first job record dated the day they start. The employee number can be generated from the prefix in HR Settings.
2.Define your own fields
Add the extra facts your business tracks as Additional details, and mark the private ones restricted.
3.Upload documents
Attach contracts and identity documents to the profile under Documents.
4.Ask staff to fill gaps
Use the profile health meter to see what is missing, then send an Employee Portal link and accept the answers you trust.
5.Export when you need a sheet
Filter the list, then export. The file covers everybody matching the filters and only the fields you may see.
Every screen is explained in detail in the Human Resources Management guide, Employees section.
What it does not do
- It does not delete people. Leavers keep their record so past headcount stays correct; Archive files them away and Restore brings them back.
- It does not reveal a restricted field to somebody without the permission, in the screen, the export or a share link.
- Adding a person to the database does not give them a login or use a platform seat.
What it costs
Every workspace starts on the free plan, with no card required. Each app is then priced per workspace and switched on by itself, and capacity packs raise one limit at a time without moving you to a bigger plan. Prices below are read live from the platform.
See every price and capacity pack or read more about Human Resource Management.
Related: Employee management software, Applicant tracking system for small business, or every use case.
Employee database software: common questions
What is employee database software?
It is software that holds one record per employee, with their job, history, documents and personal details, and controls who can read each part of it.
Can I add my own fields?
Yes. Additional details holds fields your workspace defines, and any of them can be marked restricted.
Can I import or export the list?
The list exports every person matching your filters. Fields you are not allowed to see are never in your file.
Why is the completeness meter stuck at 99?
One hundred is reserved for a genuinely finished record, because a record showing 100 stops being looked at. The meter names the remaining gap.
Is the Staff Directory a separate list?
No. Human Resources Management, Invoicing and Asset Management all read the same Staff Directory, so a person exists once.
Give your team one place to work
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