Employee Record

Description

This template is divided into several key sections that mirror an employee's lifecycle and HR needs:

• Personal Information: Name, job title, photo, date of birth, gender, employee ID
• Employment Details: Status (Active, Terminated, etc.), type (Full Time, Contract), department, grade, manager, hiring and end dates
• Compensation: Base salary, bonus target %, pay frequency, total salary calculation (auto-calculated annually), stock grants/options
• Contact Information: Address, email, phone, country, emergency contact details
• Performance Tracking: Links to latest performance review, calculated rating and next review date
• Operational Flags: Risk level (High, Medium, Low), business impact on exit, and flight risk
• HR Documents: Offer letter, signed offer, ID, work authorization, IP agreement, W-4/W8-BEN
• Notes and Admin: Rich-text notes, file attachments, and linking to other HR tools (e.g., vacation tracker)

Dynamic badges are used for:

• Risk
• Employment Type
• Employment Status
• Performance Rating

These visually communicate employee context at a glance within dashboards.

Key Data Stored

• Basic Profile – Name, Photo, Employee ID, Date of Birth, Job Title
• Employment Status – Active, Resigned, Terminated, etc.
• Compensation Details – Monthly/Annual Salary, Bonus %, Stock Options
• Manager & Team Info – Reporting structure, Department
• Review Info – Linked review, date of last/next review, performance rating
• Location & Contact – Address, Country, Phone, Email
• Emergency Contacts
• Key HR Docs – Uploaded files (e.g., ID, signed offers, work authorization)
• Custom Risk Fields – Risk on exit, flight risk, business impact
• Notes Section – For additional HR or performance context

Business Use Cases

• HR & People Ops – Maintain a centralized employee record
• Compensation & Review Tracking – View salary, bonus, and linked performance data
• Audit & Compliance – Store necessary documents (W-4, IP Agreements, IDs)
• Succession Planning – Assess employee risk, backup availability, and business impact
• Manager Visibility – Provide leaders with real-time employee details and health

Why This Template is Powerful

• All-in-One Record – Combines identity, compensation, documents, and performance in one place
• Auto-Calculated Fields – Tracks annual salary and bonus totals
• Visual Risk and Status Indicators – Surface key HR concerns at a glance
• Cross-Linking Support – Connects to vacation trackers, review logs, and org charts
• Scalable & Repeatable – Works for small teams or enterprise-level orgs

This employee record template turns people data into a strategic asset—helping HR and operations leaders stay organized, informed, and ready to act.