employee datafile

How to manage your employee data

How to manage your employee data

Establishing reliable processes in the chaotic everyday life of startups will create structure and order. Startups often do not properly record employee information, which poses a legal risk, a tax risk and also might be a blocking point later regarding acquisitions. To create order in processes surrounding your employees you can establish an employee database.

From the beginning your startup everyday life will be hectic and it is difficult to gather all the incoming information. It can happen that you lose it or you simply forget about it and it is nowhere recorded. You need to start to create documents to manage the information making it easier to establish fluent processes. The base for fluent processes is to have the information available. Especially the processes around your employees should be smooth since they involve salary payments and your employees need to be able to rely on your monthly payments. To facilitate a reliable process the collection of the employee data is crucial so you have it always ready for use. So you have the overview of the start and ending dates of the contracts of your employees to make sure that you manage your human resource correctly depending on the projects you are working on. Additionally, you do not need to ask repeatedly for details and you are able to contact everybody in emergency situations. It is important that this data is updated regularly to avoid, for example, transferring the salary to a wrong bank account.
As the data of your employees is confidential in most countries it needs to be stored safely for data protection. One way of guaranteeing confidentiality is a separate HR folder to which only a few people have access.

To store and update your employee data we have created the Employee Datafile Tomatosheet.

The Employee Datafile is an Excel spreadsheet providing you with a template indicating which important information is to be collected on your employees.

The employee datafile
helps you to

How to use this tomatosheet

The Employee Datafile is divided into 5 parts:

  • Personal data
  • Contact details
  • Employment details
  • Bank details
  • ID details

The personal data consists of 6 columns:

Column B: In this column you assign an ID to each employee. It is composed of 6 letters: the first 3 letters are the first 3 letters of the employee’s last name and the last 3 letters are the first 3 letters of the employee’s first name.

Columns C – G: Fill in the personal information of your employee.

The contact details consist of 6 columns:

Columns H-M (in green): Fill in the address, phone and e-mail details of the employee.

The employment details consist of 4 columns:

Columns N – Q (in green): Fill in when the contract starting and ending date of the contract, the workload and function of the employee.

The bank details consist of 2 columns and are important to transfer the salaries:

Column R: Fill in the name of the employee’s bank account.

Column S: Fill in the bank account number of the employee’s bank account.

The ID details consist of 5 columns and are especially important if employees travel for the business:

Column T: Note down the passport number of the employee.

Column U: Note down the expiry date of the employee’s passport.

Column V: Note down the ID card number of the employee.

Column W: Note down the expiry date of the employee’s ID.

Column X: Note down if the employee owns travel cards which include travel discounts.

What's next?

The Employee Datafile keeps track of the information you need to execute the processes surrounding your employees. Set the stage to use the Employee Datafile Tomatosheet by

Defining one responsible person for the Employee Datafile

Introducing the Employee Datafile in the next team meeting and announcing that there is one responsible person assigned to it

Filling the Employee Datafile out for the existing employees

Updating the Employee Datafile whenever there is a new employee

From now on the information on your employees will be collected reliably!

Read more on how to establish other processes with the Content Pipeline and the Contract Register Tomatosheet. The first supports you in keeping track of your content you would like to communicate internally and externally. The latter supports you in keeping track of your contracts and signing them on time.

The 3 Employee Datafile Principles

  • Let the meeting take place regularly.
  • Complete the Tomatosheet continuously.
  • Let both see the Tomatosheet.
  • Exchange feedback.
  • Set goals and priorities.

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This work is open-source and  licensed under a Creative Commons Attribution-ShareAlike 4.0 International License. You can use, adapt, and, share as long as you attribute Tomatosheets.com.

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