What belongs in an employee database: a checklist

Most companies don't start with an employee database. They start with a spreadsheet, a folder of contracts and an export from the payroll provider, and at some point nobody is sure which version is current.

An employee database, in Germany often called the digital personnel file, keeps one record per person in one place. Every other HR process reads from it: onboarding, reviews, learning, the org chart. If the record is wrong, all of them are wrong.

The checklist: what an employee record should hold

Personal details

• Name, date of birth and address
• Private contact details and an emergency contact
• Nationality and, where relevant, the work permit

Contract

• Start date, contract type and probation period
• Working hours and holiday entitlement
• Job title and pay grade

Organisation

• Department and team
• Manager, meaning the reporting line
• Location and cost centre

Payroll and tax (Germany)

• Tax ID and tax class
• Social security number and health insurer
• Bank details
• Religious affiliation, for church tax

Development

• Qualifications and certificates
• Goals and review history
• Completed training

Collect only what you need

The GDPR's principle of data minimisation (Art. 5) applies to employee data too: store what the employment relationship requires and nothing more. A useful test for every field is whether anyone actually uses it. A field nobody reads is a field nobody keeps up to date.

Access matters as much as content. A manager needs their team's reporting lines, not their colleagues' tax classes. Religious affiliation is special-category data under the GDPR and belongs with the people who run payroll, not in a view the whole company can open. This article is a practical checklist, not legal advice.

Decide who maintains which fields

Split the ownership. Employees keep their own personal details current; HR owns role, department and reporting line. That removes most of the re-typing and most of the outdated addresses.

From spreadsheet to database in one afternoon

In Persohap you fill in one template and upload it. Each record carries more than 100 fields, including the German payroll and tax fields. Departments and teams are created as they appear in the file, in any order, and the org chart is drawn from the reporting lines. Rows with errors come back naming the row and the field, and every correct row is imported anyway.

Each employee then receives one invitation. Their record is already waiting when they accept, so nobody types their own details twice. Managers see only their own branch of the org chart, and the data is hosted in the EU, in Frankfurt.

See the employee database