Your team's single source of truth
One secure place for all employee information. Profiles, documents, org charts, and custom fields — organized and always up to date.
Employee Directory
Everything you need to manage employee data
Built for modern HR teams who need powerful tools without the complexity.
Centralized Employee Profiles
All employee information in one secure place. Personal details, contracts, emergency contacts, and custom fields.
Document Management
Store and organize contracts, certificates, and important documents. Set expiry reminders automatically.
Organizational Charts
Visual org charts that update automatically. Understand reporting lines and team structures at a glance.
Smart Search & Filters
Find any employee instantly. Filter by department, location, skills, or any custom field.
Role-Based Access
Control who sees what. Managers see their teams, HR sees everything, employees see their own data.
Self-Service Portal
Employees update their own information. Less admin work, more accurate data.
“Workant provides us with a solution for time tracking and many other HR tasks that fits our needs perfectly. The system is modern and easy to use. Highly recommended!”
Why teams love our employee database
Say goodbye to messy spreadsheets and scattered information. Keep everything organized, secure, and accessible.
Get organized in four simple steps
From messy spreadsheets to a clean, centralized database in days—not months.
Import Your Data
Upload existing employee data via CSV or connect to your current system. We'll map fields and validate data automatically.
Customize Your Fields
Add custom fields for any data your organization needs. Skills, certifications, equipment—anything you want to track.
Invite Your Team
Employees get self-service access to view and update their profiles. Managers see their direct reports.
Keep Data Current
With self-service updates and automated reminders, your employee data stays accurate without manual effort.
Built for organizations of all sizes
Whether you're a startup or a global enterprise, our employee database scales with you.
Growing Companies
Scale from 10 to 500 employees without outgrowing your HR system. Flexible structure adapts as you add teams, locations, and departments.
Multi-Country Operations
Support different data requirements per country. Store local identifiers, tax information, and comply with regional privacy regulations.
Fast-Paced Startups
Get up and running in hours, not weeks. No complex setup or IT project required. Focus on building your company, not managing HR systems.
Distributed Workforces
Keep track of remote employees, contractors, and field workers. Access profiles from anywhere with mobile apps and web access.
The complete guide to employee database management
An employee database is the foundation of modern HR operations. It's where you store, organize, and manage all information about your workforce—from basic contact details to employment history, skills, and certifications. When done right, an employee database becomes your single source of truth for all people-related data.
Why spreadsheets fall short
Many companies start with spreadsheets to track employee information. It's simple and familiar. But as you grow, spreadsheets quickly become unmanageable. Version control becomes a nightmare—who has the latest file? Data gets scattered across multiple sheets and folders.
A dedicated employee database solves these problems with centralized storage, granular access controls, automatic backups, and a complete audit trail of every change. More importantly, it scales as you grow without requiring you to rebuild your entire system.
Essential features to look for
Add fields for certifications, skills, equipment—anything you need to track.
Contracts, ID copies, and certifications in one place with expiry reminders.
Employees update their own info, reducing admin burden and keeping data current.
HR sees everything, managers see their teams, employees see their own data.
Getting started
Export your current data as CSV, and our import wizard maps fields automatically. Be up and running in a single afternoon.
Explore related features
Time Tracking
Clock in from anywhere with GPS verification. Track project hours, manage overtime, and export timesheets automatically. Our time tracking software helps teams of all sizes capture accurate work hours without the administrative burden.
Leave Management
Vacation requests in two clicks. Smart approval workflows, automatic balance calculations, and team calendar visibility.
Ready to simplify
your HR?
Start your free trial today and see why teams love Workant. Save time, engage your people, and build a better workplace.