Employee Directory Database Template

Overview

This template centralizes your workforce data into a structured system, moving beyond simple contact lists. It connects individual employee profiles directly to their specific departments, time-off requests, and expense reports, creating a 360-degree view of your team.

Instead of scattered files, this database uses relational tables to keep data organized. You can track hierarchy with the Departments table, monitor leave balances in the Time Off table, and approve spending in the Expenses table—all linked back to the specific employee record.

Why choose an Employee Directory database over Google Sheets

The power of Softr Databases

Google Sheets struggles to handle connected data, often requiring complex VLOOKUPs that break easily when rows move. Softr Databases use native relationships, so you can link an employee to their department or expense reports permanently. This structure ensures that if you update a department name once, it updates everywhere automatically, keeping your data clean and reliable.

Core features and functionality

This template includes specialized column types like attachments for expense receipts and profile photos, which spreadsheets handle poorly. You can also utilize Database AI agents to automatically summarize employee bios or categorize expense descriptions based on submission text, turning raw inputs into structured insights without manual entry.

Who is this Employee Directory for

This template is designed for operations teams and HR departments tracking growing teams.

• HR Managers: Centralize onboarding details, emergency contacts, and leave requests in one secure source of truth.
• Operations Leads: Track company expenses and departmental headcount without emailing spreadsheets back and forth.
• Team Managers: Access up-to-date contact info, birthdays, and reporting lines for their direct reports instantly.

How to take it further

Customize the database

You can easily adapt this template to your specific HR needs. For example, add a "Equipment" table to track laptop serial numbers and link it to the Employee table, or modify the "Interests" select field to match your company's social clubs.

Import your existing data

Don't start from scratch—upload your existing employee roster via CSV. Softr maps your columns automatically, populating your directory with current staff, locations, and job titles immediately so you can start managing data right away.

Build an app on top

The real value comes when you turn this database into a secure employee portal using the interface builder. You can set users and permissions so employees can only log in to view their own profile or edit their own bio, while managers can view their entire team's time-off requests.