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Employee Directory Template

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Employee Directory Template
Use Template

Employees form the biggest and most important asset of any company. Since they are responsible for all the work, the success of your company is on their shoulders. They are the building blocks that workday in and day out to construct your company from the ground up. 

In an increasingly competitive market, hiring and retaining the best talent is essential for your business. How are you supposed to keep track of all your employees and their information in the best possible way? This is where an employee directory comes in!

What is an Employee Directory Template ?

Put in simple words; an employee directory is the central repository of every single detail about each employee in the company. Starting from the date of birth, contact details to the name of their supervisor, it stores and regularly updates all employee-related information.

5 Steps to Follow Employee Directory Template ?

Customise Your Directory:

  • Tailor the template to fit your organisation's specific needs by adding or removing fields as necessary.
  • Include essential information such as employee names, contact details, department, position, and any other pertinent details.

Streamline Your Data Entry with Forms:

  • Utilise forms to simplify data entry. This can help ensure consistency and accuracy in the information collected.
  • Forms can also be used to update existing information, making it easier to keep the directory current.

Customise Directory Access for Better Access and Privacy:

  • Implement access controls to ensure that only authorised individuals can view and edit specific sections of the directory.
  • Balance transparency with privacy considerations, making sure sensitive information is protected.

Automate Important Reminders:

  • Set up automated reminders for key events, such as employee birthdays, work anniversaries, or certification renewals.
  • Automation can help ensure that important dates are not overlooked and that the directory stays up-to-date.

Integration with Project Managers:

  • Integrate the employee directory with project management tools to enhance collaboration and streamline communication within teams.
  • This integration can facilitate the assignment of tasks, tracking of project progress, and overall project management efficiency.

Why is it essential to create and maintain an employee directory ?

Is it worth dedicating your time and resources towards the upkeep of an employee directory? Yes! Here’s why!

  • Updated contact details of employees ensure seamless communication and can help prevent future communication gaps.
  • Medical and emergency contact details can prove to be useful, especially in emergencies.
  • Department wise segregation allows you to monitor the current strength of each department.
  • Details of the supervisor of each employee increase accountability in the company.
  • The duration of stay of each employee allows you to analyze overall employee satisfaction.
  • Keep track of employee appraisal.
  • You can add more benefits to this list! 

As an owner or manager, it is your responsibility to record and regularly update all the requisite details of employees of each department. Are you facing difficulty managing all the details? Stackby is here to your rescue! With our Employee Directory Template, keep track of your employee list and information on a single platform!

Why should your business adopt an employee directory template ?

  • Efficient Information Management: Helps in centralising and organising employee information, making it easily accessible and reducing the time spent searching for details.
  • Improved Communication: Facilitates communication within the organisation by providing quick access to contact information, which is crucial for collaboration.
  • Enhanced Privacy and Security: Allows for customization of access controls, ensuring that sensitive information is protected and only accessible to authorised personnel.
  • Streamlined HR Processes: Simplifies HR processes such as onboarding, tracking employee progress, and managing personnel changes.
  • Automation for Time-Saving: Automating reminders and updates saves time and ensures that the directory is always current.

Tips & Tricks

  • Regularly update the directory to reflect any changes in employee information.
  • Encourage employees to review and update their own information regularly.
  • Provide training on using the directory to ensure widespread adoption.

How to use the Employee Directory Template by using Stackby ?

  • Stackby is a collaborative workspace tool that combines the flexibility of spreadsheets with the power of databases.
  • Create a new "Employee Directory" stack and customise it according to your needs.
  • Use different column types for various information (text, date, dropdown, etc.).
  • Leverage Stackby's features like forms, automation, and integrations for a seamless employee directory management experience.

Using Stackby’s Employee Directory Template, you can:

  • Record the list of employees in the entire company or organization.
  • Divide the employee into a different department on the same interface. 
  • Store the current job title of each employee.
  • Record the date of joining and the total number of years in the company.
  • Record the current supervising officer of each employee. 
  • Track the last and next appraisal date.
  • Store relevant medical information including, but not limited to, blood group, disclosed allergies, emergency contact person, and relation to the given contact.
  • Store a photo of each employee.
  • Record the educational qualifications of your employees. 
  • Store updated contact information, including phone number, residential address, and email address used.
  • Record the benefits available to each employee, such as EPF, gratuity, paid leave, group insurance, dental, and conveyance.
  • Monitor and regularly update all information as and when necessary.

Our directory template will help you manage your employee information most efficiently with minimal effort and hard work. If you're tracking your job applicants, check out this easy to adopt Applicant Tracker template.

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