Human Resources · Solutions

Keep one master list of your people that every other module reads.

Employee Database is the one master list of your people: name, designation, branch, joining date, reporting manager, tax and social security numbers, bank account and emergency contact. Every other module reads from it, so payroll, leave and attendance all use the same names and the same joining dates. Add a person once and be done.

Share your requirements

What it is

Ask a small business for its staff list and you get four versions. One is in the payroll Excel, one in the attendance machine, one in the owner’s phone and one in the gate register. Each spells three names differently.

A single record ends that. Everything else, from the salary run to the leave balance, points back to the same person.

What it replaces

What your team uses today.

The module takes over these, one at a time, so nothing has to stop while it is set up.

The HR assistant’s staff sheet
Joining forms kept in a steel cabinet
Separate name lists at the gate and in payroll

Where it goes wrong today

The problems this is meant to ease.

People listed in many places

Payroll has a list, the supervisor has a list, and the gate has another. Names and joining dates differ between them.

Statutory numbers scatter

Tax and insurance numbers live in files, chats and notebooks. Filing a return means hunting for them.

Changes are not dated

A transfer or an increment is noted in a message. Months later, nobody can say when it took effect. Dates matter later.

Headcount is a guess

People on notice or already left remain on old sheets. The count quoted in a meeting depends on who prepared it. Counts drift.

Temporary staff go unrecorded

Agency workers and trainees are on the premises but not on a list. In an emergency, nobody knows whom to call.

Inside the module

What employee database does.

One record per person

Employee code, full name as on records, designation, department, branch, shift and who they report to.

The numbers you are asked for

Tax ID, national ID, social security and insurance numbers, and bank account are held once and used by payroll and statutory statements.

Fields your trade needs

Blood group and emergency contact for a factory, licence number for a driver, registration number for a nurse.

History as well as the present

Designation changes, transfers between branches, increments and reporting changes are kept, each with the date it took effect.

Contract and temporary staff

Agency workers, trainees and part-timers are entered alongside permanent staff, marked by type, because they are still people on your premises.

Active, on notice, left

Status sits on the record, so the headcount you quote on the fifth is the headcount on the fifth.

Where it gets used

What this looks like in a working week.

Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.

A new joiner

The HR assistant adds the person once. Payroll, leave and attendance pick up the same name and joining date without retyping.

A branch transfer

A supervisor moves to another outlet. The record keeps the old branch and the date of change, and reporting lines update.

A tax filing week

The accountant filters staff by status and pulls the tax and bank details together. Missing numbers show up on a list before the deadline. Gaps surface early.

A site emergency

The factory manager opens the emergency contact and blood group for a worker. The information is on the record, not in a drawer. Seconds count here.

Who touches it

The people who open this every day.

HR executive

Adds joiners, records transfers and keeps the list true. It is the first screen she opens.

Accounts assistant

Reads bank and tax ID details for payment, and does not collect them again each tax year.

Branch manager

Sees who is on his rolls, on which shift, and who reports to whom.

How it is set up

From first conversation to daily use.

List what you hold today
You share the sheets and registers that carry staff details. You get a note on which fields will be kept and which dropped. Duplicates will appear.
Agree the fields
Trade-specific fields such as licence or registration numbers are added. You approve the form before any data is entered. Nothing is entered yet.
Import a trial set
A group of staff records is loaded from your sheets. You receive a list of mismatches and blanks to correct. Fixes are made before launch.
Link the neighbours
Payroll, leave and attendance read from the master. The HR team checks names and dates across them.
Move over for good
The old sheets are marked as closed. The HR team is trained to add, change and close a record.

Measuring it

How you would know it is working.

Record where you stand before it goes live, so the change is measured against your own figures.

Employee records with every required field filled
Staff listed in several places
Changes of role or branch carrying an effective date
Status updates made on the day they happen
Mismatches between payroll and the master list

How it fits

It is one part of a system, not an island.

A module earns its place by what it passes to the next one. These are the connections we set up most often.

Payroll management
Leave and holiday management
Attendance and time tracking
HR document management
Roles and permissions

Already built in

Products that include it.

Built for you

How we would put it in.

Common questions

Questions owners ask about employee database.

Can we bring our staff list across from Excel?

Yes, and that is where nearly every set-up starts. The sheet is cleaned, duplicates are merged and joining dates are checked with you before loading. A sample is reviewed together so the first payroll does not inherit an old mistake.

Who can see salary details?

Only the people you name. Most firms let managers see their team without salary, and keep pay visible to HR, accounts and the owner. Every view of a salary field is logged.

Does it handle staff across three branches?

Yes. Branch sits on the record, and transfers keep their dates, so a person who moved from one branch to another in June shows correctly in both months. Managers see their own branch unless you decide otherwise.

Do we need a database for fifteen staff?

Not on its own. Fifteen people fit in a sheet and always have. It becomes necessary when payroll, leave and attendance need the same list, because that is when four versions start disagreeing.

What drives the cost of an employee database?

The count of people, the fields your trade needs and the connected modules drive it. Branches and the history you want migrated add more. Once your scope is read, employee Database is priced line by line and never as one lump. Scope sets the figure.

What decides how long moving staff data takes?

How tidy your existing sheets are decides it. A release holding the core record and payroll link can come first. You supply the sheets and the field list, and the proposal carries dates.

Who needs it most

Businesses that ask for this.

Next to it

Modules that work with it.

Talk to us

Tell us how you handle employee database today.

A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.