Employee Database: How to Create It Successfully
Posted: Sun Feb 02, 2025 7:05 am
Does your company have an employee database with all the important information about your employees? If you don’t have one yet, why not start thinking about creating one?
With the evolution of HR and the way people are managed, storing information about employees has been essential to facilitate the work of departments, prevent labor lawsuits and encourage team development.
Keep reading to better understand what an employee database is, what data it should contain, which department is responsible for it, and its importance to the company. Let's go!
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What is Employee Database
An employee database is a system where all employee data is stored . These systems are essential for a company to ensure satisfactory people management .
This data can come from different departments within the company, such as HR, finance, legal and even the employee's own area, with information about performance and feedback, for example.
Although data is collected by various departments, the team responsible for managing it is HR. However, this does not mean that you need to understand IT and programming!
HR management software is becoming increasingly important in organizations. It facilitates activities and allows teams to have all data compiled in one place.
What used to be documented on paper and stored in folders is now stored digitally. This reduces errors and loss of information, as well as facilitating data analysis and secure sharing.
EN - CTA Blog - Create hr
What data should be in this database?
Now that you know that a database can make HR's work easier, you may be wondering what data should make up this system.
Depending on the company, there may be different information that is belize whatsapp list relevant to people management. While for others, some information is always essential.
For these reasons, we have listed some of the data that you cannot leave out of your database. Since they are extremely important for identifying the characteristics of employees, their work information and documents that facilitate the day-to-day work of HR.
Essential information for your database
Personal data and documents : name, address, email, telephone, emergency contact, date of birth, marital status, etc.
Date of joining the company: what was your start date at the company and your onboarding period.
Shifts: which shifts each employee worked each day.
Time bank and time control : hours worked daily and accounting of overtime.
Absences and absences: how many times the employee was absent from work or had a justified absence.
Vacation: how many days he has already taken off and how many are left, deadline for requesting vacation, etc.
Compensation and benefits: your salary and what kind of benefits you have, such as whether you have dependents on your health plan.
Performance evaluation: communication with the team, strengths and areas for improvement, etc.
Work regime: does the employee work in person, from home or in a hybrid format? On which days do they come to the company?
Information that you should add
In addition to each employee's data, it is also important for the company to store data on recruitment and selection .
This type of information will help improve the hiring process and bring in talent that is increasingly similar to the company's best employees, who fit into the organizational culture and values.
To identify if there is any other data besides this that cannot be left out of your database, think about the following: “With this data, can I create a profile of my employee and understand how he or she behaves in the company?” If so, then your database is complete !
But of course, you don't need to have all the data at the beginning. You can add more information over time, as you understand your company's needs.
br - INBOUND - Commercial dossier
The importance of employee database
Having all data in one place is important for managing the organization's information and managing people.
Here are some of the main reasons why you should implement an employee database in your company:
Data organization: When using a database, everyone knows exactly where to find what they need more quickly and easily.
With the evolution of HR and the way people are managed, storing information about employees has been essential to facilitate the work of departments, prevent labor lawsuits and encourage team development.
Keep reading to better understand what an employee database is, what data it should contain, which department is responsible for it, and its importance to the company. Let's go!
sesame hr logo
All the information you need, in one place, with Sesame RH's Document Manager
Simplify document management, access important files in seconds, and collaborate efficiently with your team securely from anywhere
Free trial
What is Employee Database
An employee database is a system where all employee data is stored . These systems are essential for a company to ensure satisfactory people management .
This data can come from different departments within the company, such as HR, finance, legal and even the employee's own area, with information about performance and feedback, for example.
Although data is collected by various departments, the team responsible for managing it is HR. However, this does not mean that you need to understand IT and programming!
HR management software is becoming increasingly important in organizations. It facilitates activities and allows teams to have all data compiled in one place.
What used to be documented on paper and stored in folders is now stored digitally. This reduces errors and loss of information, as well as facilitating data analysis and secure sharing.
EN - CTA Blog - Create hr
What data should be in this database?
Now that you know that a database can make HR's work easier, you may be wondering what data should make up this system.
Depending on the company, there may be different information that is belize whatsapp list relevant to people management. While for others, some information is always essential.
For these reasons, we have listed some of the data that you cannot leave out of your database. Since they are extremely important for identifying the characteristics of employees, their work information and documents that facilitate the day-to-day work of HR.
Essential information for your database
Personal data and documents : name, address, email, telephone, emergency contact, date of birth, marital status, etc.
Date of joining the company: what was your start date at the company and your onboarding period.
Shifts: which shifts each employee worked each day.
Time bank and time control : hours worked daily and accounting of overtime.
Absences and absences: how many times the employee was absent from work or had a justified absence.
Vacation: how many days he has already taken off and how many are left, deadline for requesting vacation, etc.
Compensation and benefits: your salary and what kind of benefits you have, such as whether you have dependents on your health plan.
Performance evaluation: communication with the team, strengths and areas for improvement, etc.
Work regime: does the employee work in person, from home or in a hybrid format? On which days do they come to the company?
Information that you should add
In addition to each employee's data, it is also important for the company to store data on recruitment and selection .
This type of information will help improve the hiring process and bring in talent that is increasingly similar to the company's best employees, who fit into the organizational culture and values.
To identify if there is any other data besides this that cannot be left out of your database, think about the following: “With this data, can I create a profile of my employee and understand how he or she behaves in the company?” If so, then your database is complete !
But of course, you don't need to have all the data at the beginning. You can add more information over time, as you understand your company's needs.
br - INBOUND - Commercial dossier
The importance of employee database
Having all data in one place is important for managing the organization's information and managing people.
Here are some of the main reasons why you should implement an employee database in your company:
Data organization: When using a database, everyone knows exactly where to find what they need more quickly and easily.