Free template
Free employee database template for small teams
This free employee database template is a single sheet with one row per person: employee ID, name, job title, department, manager, work contact details, start date, employment type, location, status and an emergency contact. It is a CSV file for Excel or Google Sheets. Download it, no sign up needed.
What is in the employee database template
The columns are employee ID, first name, last name, job title, department, manager, work email, work phone, start date, employment type, work location, status, emergency contact name and emergency contact phone. One example row shows the format.
Keep personal information to what you actually need, and store the file somewhere only the right people can open. A spreadsheet of staff details shared with the whole company is the most common way personal data leaks in a small business.
- Employee database template (CSV)
One row per person: job, department, manager, contact, start date and emergency contact.
Getting the most from an employee database template
Give everybody an ID
Names change and repeat. An employee ID that is never reused keeps one row one person.
Mark leavers, do not delete them
Change status to Left. You will need their record for references, pay questions and audits.
Manager as an ID
Record the manager by their employee ID as well as their name, and the reporting lines survive a rename.
Limit who can open it
Emergency contacts and phone numbers are personal data. Share the file with HR, not the whole team.
When an employee database template stops being enough
A spreadsheet has one version of each fact. When somebody is promoted, the old title is typed over and the history is gone, and anybody who can open the file can see every column.
In the ExecCortex Human Resources app the job history is dated, so a change never overwrites the one before it. Reporting lines and an Org Chart come from the same records, documents sit on a private disk, a restricted field is removed before it reaches somebody not allowed to see it, and Profile health names each gap in a record.
Moving from the template to Human Resources
1.Set the employee number prefix
In HR Settings, so new numbers are generated for you.
2.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.
3.Set reporting lines
Add each manager on the Reporting card, and the Org Chart follows.
4.Attach documents
Upload contracts and other files to each profile instead of a shared folder.
Every screen is explained in detail in the Human Resources guide.
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 database software, Free leave tracker template, or every use case.
Free template: common questions
Is the employee database template free?
Yes. The CSV file is free to download and use, with no sign up.
What should an employee database include?
At least an ID, name, job title, department, manager, work contact details, start date, status and an emergency contact.
Can I import the template into ExecCortex?
Not at the moment. Add each person on Employees when you move over; HRM can export your people as CSV whenever you need a copy.
Is a spreadsheet safe for staff records?
Only if access is limited to the people who need it. A shared file shows every column to everybody who can open it.
Give your team one place to work
Create a workspace, invite your team and import your first leads, all on the free plan.
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