Company Directory Spreadsheet Template

Overview

This template acts as a central source of truth for your entire organization, managing employee data more effectively than static documents. It connects people, teams, and locations in a structured format, ensuring contact details and reporting lines remain accurate as you scale.

The database is built on three core relational tables: Users, Teams, and Locations. Employees are linked directly to their respective teams and office locations, while automatic rollups calculate headcounts instantly. Since the "Manager" and "Direct Reports" fields are self-linked within the Users table, you can easily map out your organizational hierarchy without manual data entry.

This template also utilizes AI-powered fields to automate administrative work. The Team Composition Summary field automatically analyzes list of team members and their mission descriptions to generate comprehensive overviews of what each department actually does.

Why choose a Company Directory database over spreadsheets

Spreadsheets quickly become unmanageable when tracking people, reporting lines, and office locations in a single grid. Moving to a relational database ensures your organizational data stays structured, connected, and scalable.

The power of Softr Databases

Unlike flat spreadsheets that rely on fragile VLOOKUPs, Softr Databases use native relationships to connect employees to managers, teams, and offices. This "one table = one object" structure prevents data duplication and enforces data integrity with specific column types for emails, attachments, and phone numbers. You can easily see who reports to whom and how many people are in each office without building complex pivot tables that break easily.

Core features and functionality

This template goes beyond simple storage by helping you understand your organization's structure. It features native Linked Records to map hierarchies and Rollup fields to automatically count employees per location. Additionally, built-in Database AI agents can automatically write team summaries based on member roles, keeping your department descriptions fresh without manual updates.

Who is this Company Directory for

This template is designed for growing organizations that need a reliable single source of truth for their people data.

• HR Managers: Centralize employee records, roles, and contracts in one secure location.
• Operations Teams: Monitor office capacity and track employee distribution across locations.
• Department Heads: Visualize reporting lines and clear team responsibilities instantly.
• IT Administrators: Manage access roles and facilitate smoother onboarding workflows.

How to take it further

Once started, you can evolve this database into a complete HR operating system.

Customize the database

Softr Databases are fully flexible, allowing you to adapt this template to your specific needs. Since fields are typed, you can easily add a "Date" column for start dates or birthdays, or modify the "Access Role" select options to match your internal permission levels.

Import your existing data

Migrating from a company directory spreadsheet is simple. You can import your existing employee list via CSV to populate the Users table immediately, or use the API to sync data from other HR tools you already use.

Build an app on top

The real power comes when you turn this data into a user-facing employee portal using the interface builder. You can give every employee a login, allow them to update their own profiles, and restrict sensitive data like "Role and Missions" or personal phone numbers using users and permissions.