Employee Database is an MS Access based tool to manage employee details. The tool supports upto 78 demographics for each employee such as Name, Location, Phone, Email, Address etc. The tool also comes with inbuilt attendance tracker to track daily attendance of employees. Over and above this, you can also design your own trackers and start using it.
- The tool has 28 pre-defined and 50 custom fields which can be tracker for each employee.






- Ensure that you have already unzipped the tool (both components Database and Interface) and saved it on your system
- Open the tool in MS Access 2007 or above version
- You may see a warning message on top because the file contains VBA Codes, click on Options
Screenshot if tool is opened in Office 2007:

Screenshot if tool is opened in Office 2010 or above:

- Click on ‘Enable this content’ and Ok button (applicable only when tool is opened in Office 2007)

- Double click on ‘Login’ form

- On first time login, you may be prompted to browse the backend database file

- Browse the database file and click on ok

- Now you can double click on ‘Login’ form

- Enter your employee ID and password in the fields provided and click on ‘Login’ button

- To track employee details, click on ‘Employee Database’ button

- To add new employee detail, click on ‘Reset’ button

- Enter the details of employee and click on ‘Save’ button

- Update the details and click on ‘Save’ button

- To update existing employee details, click on ‘Reset’ button and search the employee from Employee ID or Name

- Click on ‘Delete’

- To delete the employee records from the tool, click on ‘Reset’ button and search the employee from Employee ID or Name

- Select the Month and Year from the dropdown

- To track the attendance details, click on ‘Attendance’ button

- To update custom trackers, click on ‘Trackers’

- Track the attendance of the employees from the dropdown

- Based on the tracker settings (Frequency, Fields etc.), you will see the form to fill and update

- From the dropdown select the tracker name and click on ‘Go’ button

- Enter the details and click on ‘Save’ button

- To add new record in the tracker, click on ‘Reset’ button

- For example if it is a monthly tracker, you can see the Month and Year dropdown to select

- To pull report from the tool, click on ‘Reports’ button

- Click on ‘Delete’

- To delete the record from the tool, select the record from the list available at the bottom of the form

- Update the details and click on ‘Save’ button

- To update existing record, select the record from the list available at the bottom of the form

- To export the report in an existing report template, browse the location of template file

- To export the report in a new Excel file, click on ‘Export to New Excel’ button

Sample Output Report in Excel:

- You can also pull a filtered report by using ‘Filters’ option

- Select a report from the available list

- To manage user permissions on the tool, click on ‘Tool Users’

- The tool includes multiple settings to manage permissions and features such as User Permissions, Additional Employee Fields, Attendance Type, Custom Trackers etc. To change or update the settings, click on ‘Settings’ button

- Click on ‘Export to Template’ button

- Use this section to add additional employee fields (upto 50) to track under ‘Employee Database’ tab

- To manage additional employee fields to track, click on ‘Employee Fields’ button

- Use this action to update/reset user Password and permissions to update Settings, Employee Data, Attendance and Reports

- Use this section to update attendance type dropdowns

- If you want to manage the attendance type dropdowns, click on ‘Attendance’ button

- Use this section to browse the new path of the backend database file and link with the tool copy

- If you want to change the database location, click on ‘Update Database Location’ button

- Update tracker name and frequency details

- To add a new tracker, click on ‘Reset’ button

- To manage custom trackers, click on ‘Custom Trackers’ button

- Update user permission and close the form

- Select the tracker from the list and click on ‘Update Settings’ link

- Click on ‘Save’ button

- Click on ‘Save’ button

- Now in the newly created tracker, we need to add fields to track. For that, we will select the tracker from the list and fill the field details

Note: There are five datatypes available to select from
- Text: To store alphanumeric values such as Department, Employee Name etc.
- Number: To store numeric values such as Age, Amount etc.
- Date: To store date values such as Date of Birth etc.
- Time: To store time values such as shift login time etc.
- Dropdown: To allow user to select the values from available dropdown values
You can also notice there is a field named ‘Carry Forward this column’ which can be Yes or No. For the fields which are marked as Yes, tool will automatically copy the data from current month/week to next month/week. For example if it is monthly attendance tracker then Employee ID will be carried to next month tracker automatically.
- Well done!!! You are now ready to use the tool