8+ Excel employee list template, standard personnel records management

Employee list is an important tool for the human resource management of enterprises. So Excel employee list template What information is included and how is it presented? The following Vindoo will provide you with Excel and Word employee list templates for companies, departments, construction workers, and employee profiles to manage employees more optimally and professionally. See now!

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General Excel employee list template

The summary Excel employee list template is a simple data table that provides an overview of the staff in the business. This template focuses on listing basic information such as employee code, first and last name, title, department, date of birth, gender, phone number and email, and other information depending on the specific requirements of the customer.

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General Excel employee list templateGeneral Excel employee list template

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General Excel employee record management template

Employee record management form The summary Excel is an “enhanced version” of the employee list template, offering a more comprehensive and granular approach. This template provides a detailed data table about each employee in the business, including information such as employee code, full name, title, department, date of birth, contact information, work experience , education level, social insurance, and more.

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General Excel employee record management templateGeneral Excel employee record management template

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WORD employee list template

Word employee list template is a data table in the form of a Word file that provides a ready-made layout and formatting for data entry. Therefore, you can add, remove or arrange columns and rows as needed, adjusting the format and design to fit the style of your organization.

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WORD employee list templateWORD employee list template

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Sample list of employees by department

The employee list template by department displays information about the staff for each specific department in the organization. This makes it easy for managers to track and search for employee information by department, as well as to ensure efficient allocation and use of human resources.

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Sample list of employees by departmentSample list of employees by department

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Sample list of construction staff

Sample list of construction staff is a document used to record and aggregate information about employees involved in the execution of a construction project or work. The main purpose of this list template is to monitor and manage human resources during the construction of the project, to ensure that there are enough human resources to perform the jobs on schedule and with the required quality.

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Sample list of construction staff                                                      Sample list of construction staff

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Form for management of official records

Form for managing employee records is a management tool used to organize and store information about officials in an organization, especially within agencies, units, or public institutions.

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Form for managing employee recordsForm for managing employee records

New HR file management form

The new employee record management template is used to manage information and documents related to the recruitment and onboarding of new employees to the organization. In addition, the template also provides an overview of the new staff, helping businesses assess their fit with the organization and make the right assignment of work.

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New form of personnel records managementNew form of personnel records management

Form for managing personnel records that have been retired 

The employee record management template has left is a tool used to track and store information about employees who have left the organization, making the process of tracking and maintaining personnel records after leaving the job becomes easier. should be easy and efficient.

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Personnel record management form has left workPersonnel record management form has left work

How to effectively manage personnel records using Excel

The personnel record management template is a tool to help organize and manage employee-related information in a business. This form lists basic employee information including:

  • Employee code
  • Personal information: Full name, date of birth, gender, address, phone number, email
  • Current working unit
  • Job position
  • Department
  • Working form
  • Work address
  • Education level and training specialization
  • Attached documents: Curriculum vitae, ID card/CCCD, birth certificate, household registration, application documents, diplomas, certificates, and medical examination papers,...
  • Salary, bonus, and allowance regime: Current salary, account number, tax code, social insurance number,...
  • Work experience: Working unit, working time,...

This information can be customized and adjusted to fit the needs of the business.

Pros and cons of managing employee lists and records using Excel


  • Excel is a popular software with an intuitive interface and simple operation that makes it easy for users to get used to and use.
  • Excel is a free tool so businesses do not have to pay any fees. The use of Excel in employee list management is very beneficial for businesses, especially small and medium-sized businesses with limited resources.
  • Excel offers high customization capabilities, allowing users to create and tailor forms, spreadsheets, and lists to the specific needs of their business.
  • Businesses can easily access data and quickly make statistics by using calculation formulas and statistical functions available in Excel.
  • Excel allows for storing employee lists and records on computers or in cloud utilities such as OneDrive, Google Drive, or Dropbox. This makes it easy for users to access and share information with organization members, colleagues, or stakeholders conveniently and quickly.


  • Excel is generally not suitable for large and complex data management. As the number of employees and related information grows, maintaining and processing data in Excel can become difficult and time-consuming.
  • Data entry and information updates on the employee management form are all manual. Therefore, the risk of errors is very likely to occur and affect the accuracy of information.
  • When multiple people use the same Excel file, inconsistencies can occur in the way data is entered, in the format, and in how the data is organized. This can lead to a loss of consistency and make it difficult to use and find information.
  • Excel does not provide high-security features such as access management and data encryption. This can increase information security risks, especially for sensitive data such as personal information, salary, and employee records.

In summary, despite certain advantages, using Excel to manage employee lists and records can bring extremely serious risks to businesses. In the long run, businesses should use professional software to manage employee lists more optimally, ensuring accuracy, security, and convenience.

Human resource information system - Viindoo Employees

When using Vindoo Employees, managing all employee data is easier than ever because all records and information are automated and stored on a single platform. In addition, the software also supports the analysis and reporting of human resources and monitors the rotation and appointment process to help managers make multi-dimensional assessments and accurate human resource decisions.

  • Centralized Database: HRIS allows organizations to maintain a centralized database of employee information, including personal details, contact information, job history, performance evaluations, and more. This centralized database ensures that employee lists are easily accessible and up-to-date.
  • Efficient Data Management: HRIS streamlines the process of managing employee lists by automating data entry, updates, and retrieval. This reduces the likelihood of errors and ensures that employee information is accurate and consistent across the organization.
  • Employee Self-Service: Self-service portals that empower employees to update their own information, such as contact details, emergency contacts, and personal preferences. This reduces the administrative burden on HR staff and helps keep employee lists current.
  • Customization and Filtering: HRIS systems often provide tools for customizing and filtering employee lists based on various criteria, such as department, location, job title, or employment status. This allows HR professionals to generate specific lists tailored to their needs, whether for payroll processing, performance reviews, or compliance reporting.
  • Integration with Other Systems: HRIS can integrate with other business systems, such as payroll software, time and attendance systems, and performance management tools. This ensures that employee lists are synchronized across multiple platforms, eliminating the need for manual data entry and reconciliation.
  • Compliance and Security: HRIS platforms typically offer features for ensuring compliance with data protection regulations and maintaining data security. This includes role-based access controls, encryption, audit trails, and regular data backups, which help protect employee lists from unauthorized access or loss.

Discover Viindoo Employees Software

Analyze, report, centrally store information on employees data, labor contracts,development roadmap of human resource.

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Viindoo Employees

Hope the Excel employee list template that Viindoo introduced will become an effective assistant for many businesses in managing employee records effectively. If your business needs more advice about Vindoo Employees, please contact the hotline at 02257309838 for quick support.

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While an Excel employee list template can help you keep track of employee information, it should not be used for payroll calculations. Use dedicated payroll software for accurate and reliable payroll processing.

Yes, you can password-protect your employee list template to ensure its confidentiality and restrict access to authorized individuals. Most spreadsheet software, such as Microsoft Excel or Google Sheets, allows you to set a password for specific files or sheets.

Yes, you can import data from another source into your template. Most spreadsheet software provides options to import data from various sources, such as other spreadsheets, databases, CSV files, or even online sources. 

You can typically use functions or features like "Import" or "Get Data" to connect to the external source and import the desired data into your template. This allows you to populate your template with data from different sources, saving time and ensuring accuracy in your work.

If you accidentally delete your employee list template, it can lead to the permanent loss of the template and the data it contains. However, there are a few options you can consider to recover your template:

  • Recycle Bin/Trash
  • File History/Versioning
  • Backups
  • Collaboration/Shared Drives

In conclusion, Excel plays a crucial role in managing an employee list template, but for a more secure and reliable solution, Viindoo Employees offers a cloud-based platform. With automated backups and data encryption, users can confidently utilize Viindoo Employees without worrying about data loss. It provides a seamless and worry-free experience for HR management.

Jun Nguyen May 24, 2023