Employee Directory
Human Resources, Local Business, Professional, Startup

Directories have served as one of the most valuable tools available to any company since the dawn of time. They’ve changed over time, too. This directory template helps you efficiently organize and maintain your organization’s contacts. It’s a convenient way to keep track of all the details of the people in your organization. No more scattered, redundant information across your organization. With this template, you’re able to keep track of things like contact information, birthdays, job titles, departments within an organization, supervisors, office locations, and everything else that pertains to your employees and organization.

Small company? Large company? In between? Doesn’t matter. This directory template was developed to accommodate any company, regardless of size. Whether your organization grows, shrinks, or stays the same, this employee directory template is ready to adapt with you. To take advantage of this directory’s features, populate this template’s lookup tables first. Start with the Titles table, then move on to the Departments table, and then the Office locations table. Finally, you can start putting the contact information for your employees in the Employees table. You may choose to add new employees using the Add new employee form view. Hop in and try out this template so that you can explore its many features.

Employees

The Employees table provides the contact information for each member of the organization. This table is connected to each of the other tables that are present in this database.

Fields

  • ID number. The unique company-provided employee ID number assigned to the employee.
  • Last name. The employee’s last name.
  • First name. The employee’s first (given) name.
  • Middle initial. The employee’s middle initial.
  • Title. This field is linked to the Titles table, indicating the employee’s current title or position in the organization.
  • Department. This field is linked to the Departments table, which indicates the department the employee belongs.
  • Office location. This field is linked to the Office locations table, indicating the location of the employee’s office.
  • Photo. The employee’s photograph.
  • Local extension number. The employees local or extension number based on the organization’s trunk line.
  • Phone number. The employee’s current phone or mobile number.
  • Email. The employee’s email address.
  • Address. The employee’s home address.
  • Zip code. The mailing zip code of the employee’s home address.
  • Supervisor.. The full name of the employee’s supervisor.
  • Date of birth. The employee’s birth date.
  • Remarks. This field is for recording any notes or remarks about the employee.
  • Start date. The date the employee joined the organization.
  • End date. The date the employee left the organization. This is used when the employee is inactive or has left the organization.
  • Status. The employment status of the employee.
  • Is active. A checkbox that indicates whether the employee is still with the organization or not.
  • Full name. A formula field that shows the employee’s full name.

Views

  • All employees. Displays all employees without any filters sorted by Full name in alphabetical order from A to Z.
  • Add new employee. Displays a form view for the purpose of simplifying the entry of basic contact information for employees.
  • Active employees. Displays a gallery of all active employees sorted alphabetically by Full name from A to Z.
  • Full-time employees. Displays a gallery of all active, full-time employees sorted alphabetically by Full name from A to Z.
  • Part-time employees. Displays a gallery of all active, part-time employees sorted alphabetically by Full name from A to Z.
  • Seasonal employees. Displays a gallery of all active, seasonal employees sorted alphabetically by Full name from A to Z.
  • Temporary employees. Displays a gallery of all active, temporary employees sorted alphabetically by Full name from A to Z.
  • Employees by status. Displays a Kanban view of active employees stacked by Status.

Titles

This table allows you to maintain and manage a list of job roles with their descriptions. As an example, this template has a predefined list of titles for a software development business.

Fields

  • Name. The position name.
  • Description. A description of the title, which may include position specifics and responsibilities.
  • Employee count. A formula field that counts the number of active employees with this title.
  • Related employees. This field is linked to the Employees table, identifying all employees or staff members using this title.

Views

  • All titles. Displays all the titles or staff designations in an organization without any filters.
  • Business analysis. Displays all titles related to business analysis.
  • Quality assurance. Displays all titles related to quality assurance.
  • Software engineering. Displays all titles related to software engineering.
  • Human resources. Displays all titles related to human resources or recruitment.
  • Executive. Displays all titles related to the company’s executives.
  • By level. Displays a kanban view of all titles stacked by Level.

Departments

Among the many types of departments are those dealing with finance, law, human resources, advertising, and so on. It’s common practice in large and medium-sized companies for these departments to collaborate with each other to carry out business functions, so use this table as needed to fit your organization.

Fields

  • Name. The name of the department.
  • Description. A short description of the department.
  • Employee count. A formula field that counts the number of active employees under this department.
  • Is active. A checkbox that indicates whether the department is active or not.
  • Employees. A linked field gained from the Employees table indicating all employees assigned to the current department.

Views

  • All departments. Displays all departments sorted in alphabetical order by Name from A to Z.
  • Active departments. Displays a gallery of active departments arranged in alphabetical order by Name from A to Z.

Office locations

As your business grows, so will the size of your office. Expanding into new locations and spaces is a distinct possibility. You can use this table to keep track of where your offices are located.

Fields

  • Location. The name or identifier of the specific location.
  • Photo. A photograph of the building or office room identifying this location.
  • Floor. This specifies the building level or floor where the office room is located.
  • Street. This is the street where this office is located.
  • City. This is the city where this office is located.
  • State. This is the state where this office is located.
  • Zip code. The mailing zip code of this office location.
  • Phone number. The main or trunk line phone number of this location.
  • Employee count. A formula field that counts the number of active employees in this location.
  • Related employees. This field is linked to the Employees table, identifying all employees or staff members assigned in this location.

Views

  • All locations. Displays all the locations of the organization’s offices without any filters sorted by Location in alphabetical order from A to Z.
  • Locations. Displays a gallery of the organization’s offices.