How to design a worker database in Excel

15 of April, 2025

The managers of the human resources department know that it is a priority to keep all the information well organized. And to understand it, you only need to imagine having to manage all the data related to the employees of a company with more than 500 employees and high turnover. This task can become quite easy by creating an employee database in Excel.

Essentially, it is a template that is ideal for all professionals who seek to store all the information in a single document, which they can access when necessary. And also, for those companies which do not have a software dedicated to this type of management, such as the case may be with Sesame.

Importance of creating an Employee database in Excel

A company that does not have an employee database in Excel will surely encounter various problems. Accessing employee information at any time is something absolutely important; with a detailed database you can:

• Access all information quickly: this will optimize the work of the HR department as they will not waste time when looking for specific information from an employee.
• Multiple users can have access to the same information: there are multiple computer programs that store information in the cloud. Thanks to this, various people can access the information simultaneously from any location they are in.
• Enter information unlimitedly: unlike information that is physically stored, in a database you can store all the information without taking up extra physical space in your offices.
• All information is well structured: all the data you enter will have the same structure, thanks to this, you will have no difficulty when looking for specific information.

Essentially, employee databases in Excel are vital for a company, as they are the place where you can store all the information you need and make use of it smoothly and dynamically.

Employee database template in Excel

With the employee database templates offered by Excel, it is possible to record the most important data of all personnel. This tool allows you to generate databases in which to store all the information we need.

Through Excel spreadsheets we can record and store our employees’ data to be able to consult them at any time. In this way, the Employee database in Excel turns out to be very important for the human resources department.

Now to answer your question ‘how to create an Employee database in Excel?’ We will tell you that it is very simple. First and foremost, we should tell you that there are multiple websites where you can find this pre-made database template, you just have to download it and that’s it.

Now, if you want to do this task yourself, you simply have to open a new file in Excel, then reserve an entire row to place the names of the data that will compose this database, which are:

• Employee ID (or registry number).
• Surname.
• Name.
• Department or area to which they belong.
• Job or work level.
• Salary.
• Start date or entry to the company.
• Date of birth.
• Social security number.
• Address.
• Phone number.
• Contact person: name, type of relationship with the employee and phone number.

With all this data you can now better manage your employees’ information. Having all this in the same Excel file, you can use it when needed, in the same way you can also share it with other HR department employees and, in that way, everyone will have access to the information at any time.

Human resources database

As we have already mentioned before, the database in a company is a vital tool for organization and management. And one of the departments most benefited by this tool, is human resources.

Human resources management system

If a database falls short because you have many employees in your company, we recommend using the Sesame HR software.

With this software, you can have many other beneficial functionalities for your business, such as time clock control or the project manager.

On the other hand, Sesame also has a user profile section. In it, all users can find their data and the documentation related to themselves.

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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