Best Tool to Manage Employee Details

excelsirji Excel Utilities/Templates

About Employee Database Tool

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.

Here is a quick look at the tool features:

The tool has 28 pre-defined and 50 custom fields which can be tracker for each employee.

You can track and manage attendance of each employee in monthly attendance tracker

Design your own trackers and start capturing the details

Use reports section to pull the data in Excel file

Let's see how to use this tool

Ensure that you have already unzipped the tool (both components Database and Interface) and saved it on your system

Don’t have tool copy? Download from here.

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

If you are the very first user of the tool then use 'admin' as employee id and 'administrator' as password

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

If you want to manage the dropdown of attendance type, go to Settings > Attendance setting

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

Note that fields appearing on the form can be defined through Settings > Custom Trackers

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

When you click on ‘Export to Template’, tool will open the selected template and look for a sheet named ‘Report’. It will then delete the existing data from the ‘Report’ sheet and replace it with the fresh data from the tool.

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.