Create an HR Database In 3 Steps

A Quick & Easy Guide on How to Create an HR Database

Managing employee information, tracking performance and handling HR-related tasks can be challenging without a structured system in place.

This is where an HR database comes in handy. Whether you’re an HR manager or part of a team responsible for HR tasks. having a robust HR database can make things easier.

An HR database stores essential information about employees, such as personal details, job roles, performance metrics, benefits and more.

Let’s dive in and learn how to create an HR database that suits your organization’s needs.

Why Build an HR Database?

A well-organized HR database is essential for smooth human resources operations. It helps you:

• Track employee data and history: Know who is employed, their job roles, and their employment history.
• Manage payroll and benefits: Keep track of salary information, benefits, and deductions.
• Handle recruitment and onboarding: Efficiently manage new hires and ensure their details are correctly recorded.
• Monitor performance and evaluations: Track employee performance reviews, goals, and any disciplinary actions.

Having all your HR information in one place ensures that HR staff and managers are on the same page. This allows for more efficient management of personnel and a better experience for employees.

What Is an HR Database?

An HR database stores detailed information about your employees, including personal details, job titles, salary, benefits, and employment history. It also tracks recruitment data, performance evaluations, and payroll information.

Depending on your organization’s needs, you might also track attributes like training completion, certifications, and employee satisfaction scores. Additionally, you can monitor benefits usage, employee feedback, and any specific compliance requirements (e.g., “safety training required,” “confidential information access”).

Let’s say you’re managing HR for a company. Your main system might handle the basics, like tracking employee hours and processing payroll. But it might not be great at keeping track of all the finer details, such as performance history, benefits administration, or compliance with regulations.

That’s where a proper HR database comes in handy. It’s like a one-stop shop for everything about your employees and HR processes.

You can search it easily, and it keeps all the important info in one place. This makes it much easier to manage your workforce and ensure compliance with HR policies.

Why Spreadsheets Fall Short for HR Databases

Let’s face it, many HR departments start out tracking their employee data in Excel or Google Sheets. It seems easy at first, especially when your team is small. But as your organization grows, these spreadsheets can cause some real headaches:

• Version Chaos: Before you know it, everyone’s got their own copy. You end up with a mess of files like “EmployeeData_LATEST,” “Payroll_Updated,” “OldRecords_Ignore,” and so on. Who knows which one’s right?
• No Clear History: Without a proper system, it’s hard to keep track of who changed what and when. If the person in charge of updates leaves, you might be left wondering why certain changes were made.
• Data Gets Messy: People start adding their own notes, highlighting things, and making manual tweaks. Soon enough, you’ve got a rainbow of colors and comments that don’t make sense to anyone else. For example, someone might mark an employee as “on leave” in one file, but others might miss it or misunderstand.

Using spreadsheets for your HR data goes against the whole point of having one trustworthy source of information. Instead of smoothly managing your personnel, you end up playing detective with a bunch of conflicting spreadsheets.

Building a Real HR Database

Building a real HR database with a proper tool can solve these problems. It gives you one central place for all your HR information that everyone can rely on. This ensures smoother operations, better personnel management, and a more efficient HR system.

How to Create an HR Database in 3 Steps

Let’s be real- if you’re managing human resources, you probably don’t have time to become a database expert. Normally, you’d need to fully understand concepts like SQL and how to build user interfaces. That’s a lot to ask when you’re busy overseeing employee records, payroll, and recruitment.

This is why many HR departments put off creating a proper HR database. It just seems too complicated and time-consuming.

But here’s where tools like Five come in handy. It’s an online database builder that makes creating an HR database much simpler.

Now, I won’t lie- it’s not as easy as snapping your fingers. But it’s a whole lot easier than spending weeks learning to code from scratch.

With Five, you can:

• Quickly set up your HR database: Get a user-friendly interface without any extra work. It’s easy to import your existing HR data from Excel or other spreadsheets, so you don’t have to start from scratch.
• Add custom features: Create detailed reports about employee performance, payroll, and recruitment, and set up charts to help you visualize your data at a glance. One of the most useful features is the ability to set up alerts for important dates like performance reviews, contract renewals, or training deadlines.
• Access your database from any device: Whether you’re in the office or working remotely, you can always access and manage your HR data securely.

Want to give it a shot? Here’s how to get started:

1. Sign up for free: Five offers a free trial to help you get started.
2. Create your own HR database: Use a template or build from scratch- Five makes it easy.
3. Add forms: Collect essential info like employee details, job roles, and payroll data.
4. Set up logins for your team: Ensure secure access for HR staff and managers.

With Five, managing your HR data becomes simple and efficient, allowing you to focus on what matters most- supporting your employees and driving organizational success.

Get free access to Five here and start building your HR database today.

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Step 1: What Do You Need to Know About Your HR Records?

First things first, think about what information you really need to track your HR records effectively. What matters most to your organization? What do your employees and HR team care about? You want your HR database to be the go-to place for all this information, so make it as comprehensive as possible.

Here’s a list of things you might want to keep track of:

• Employee ID and Name
• Job Title and Department
• Hire Date and Employment Status (full-time, part-time, etc.)
• Salary and Compensation Details
• Performance Reviews and Feedback
• Training and Certifications
• Leave Records (vacation, sick days, etc.)
• Contact Information
• Emergency Contact Details
• Employee Benefits (health insurance, retirement plans, etc.)

Step 2: Think About How You Manage Your HR Records

Your HR database isn’t just a list- it’s a tool that should help you manage your workforce day-to-day. Consider tracking:

• Employee Lifecycle: Record key milestones such as promotions, role changes, and termination dates.
• Training and Development: Keep notes on employee training, certifications, and any development programs they participate in.
• Compliance and Legal Requirements: Monitor compliance with labor laws, track mandatory training, and ensure all necessary documentation is up-to-date.
• Attendance and Leave Management: Track employee attendance, leave requests, and time-off balances, ensuring accurate payroll processing.
• Employee Engagement and Satisfaction: Collect feedback through surveys, performance reviews, and one-on-one meetings to improve employee morale and retention.

The more detailed your records, the more valuable your database will become. For example, if you want to analyze employee performance trends, ensure compliance with regulations, or manage benefits effectively, you’ll need to have been recording that data consistently.

Remember, a good HR database evolves with your organization. Start with the essentials, and you can always add more detail as your HR needs grow.

Step 3: Creating Your HR Database

With your list of employee attributes and additional information ready, it’s time to move all of this into a proper database.

To do so, sign up for Five, an online database builder that comes with a simple point-and-click interface for creating relational databases.

Follow our video tutorial to build your database tables, forms, and reports, and start managing your organization’s HR records efficiently.

The HR Database Schema

Here’s the database schema for your HR application:

• Employees Table: At the core of the database, this table stores information about employees and their attributes, such as name, job title, department, hire date, and salary.
• Departments Table: This table helps classify employees into their respective departments, making it easier to organize and retrieve records based on department, role, or other criteria.
• Attendance Table: A critical component of the schema, this table links employees to their attendance records, allowing you to track working hours, leaves, and any absences.
• Performance Table: This table tracks employee performance reviews, feedback, and development plans.

Each table holds specific information, such as employee details, attendance records, and performance data, ensuring a comprehensive and organized structure. The relationships between these tables facilitate efficient HR management, making it easier to track employee progress, manage payroll, and provide an optimal experience for your workforce.

With your HR database set up in Five, you’ll have a tool to manage your workforce, track employee performance, and keep your HR operations running smoothly.

HR Database: Key Features

A Customizable HR Database

Using Five’s Table Wizards, you can transform your HR database’s table and field definitions into a fully functional system. Five, an online database builder, offers a user-friendly, point-and-click design tool that even non-technical users can quickly master. Add as many fields as you need to your HR database, ensuring it meets the specific requirements of your organization.

Simple-to-Use Forms

Five allows you to add forms, making it easy to enter and manage data in your HR database. These forms enable you to store or retrieve information, such as employee details or attendance records, with ease. Additionally, you can create charts, dashboards, or even PDF reports, perfect for generating performance reviews, payroll summaries, or employee activity logs.

Login Protected and Secure

Securing your HR data is crucial. Five includes a pre-built authentication feature that adds a login screen to your application. Only registered users with valid credentials can view or edit data. You can also enable multi-factor authentication for extra security, ensuring that your HR data remains protected and accessible only to authorized personnel.

Generate Documents

Five allows you to generate documents directly within the application. You can easily create employee reports, payroll summaries, or performance reviews and build workflows for approval or distribution, streamlining your HR management process.

Searchable and Online

Your HR database is searchable and hosted online, making it accessible from any device at any time. This ensures that your HR team can stay connected and up-to-date on employee data and operations, whether they’re in the office or working remotely.

Get Started with Five Today

To build your HR database with Five, sign up for free access and start the process. If you need assistance, visit our forum to get help from our application development experts as you add more features to your database application.

By following the steps mentioned above, you can create HR management software tailored to your needs, all while using the tools provided by Five.