--- title: How to use the PurelyHR employee repository template description: Learn how to efficiently use the free PurelyHR employee repository Microsoft Excel template. Learn from a step by step instruction and best practices. --- [PurelyHR Blog | The latest HR news, trends and advices ](https://blog.purelyhr.com) # [How to use the PurelyHR employee repository template](https://blog.purelyhr.com/employee-repository-template) Written by [The PurelyHR Team](https://blog.purelyhr.com/author/the-purelyhr-team) | Jul 2, 2024 3:33:38 PM Maintaining a comprehensive and organized record of your employees' essential information is crucial for any business. PurelyHR offers a free Microsoft Excel and Google Sheets template designed to help you manage your employee data. This article provides a detailed guide on how to use this template effectively.   ## **1. Getting started with the template** ### **1. Accessing the template**   ### ** 2. Copying or downloading the template** #### **Copying the template** 1. **Open the template link:** - Fill out the form above to access the Google Sheets template using the provided link 2. **Make a copy:** - - Click on File in the top menu. - Select Make a copy from the dropdown menu. - Save the copy to your Google Drive for editing and customization.   #### **Downloading as an Microsoft Excel file (XLSX)** 1. **Open the template:** - Fill out the form above and access the Google Sheets template through the provided link. 2. **Download as XLSX:** - Click on File in the top menu. - Hover over Download and select Microsoft Excel (.xlsx). - Save the File to your local computer and open it in Microsoft Excel for offline use.   ## **2. Overview of the template** The Employee Leave Tracker template consists of one main sheet: 1. **Employees Information:** This sheet contains essential information about each employee and serves as your company employee data repository. ** ** ## **3. Employees information sheet** ### **1. Navigate to the "Employee Information" tab** #### Columns description:  - **Employee ID (Column A):** A unique identification number assigned to each employee. - **First Name (Column B):** First name of the employee. - **Last Name (Column C):** Last name of the employee. - **Department (Column D):** The department where employees work (e.g., Finance, IT, Sales). - **Position (Column E):** The employee's job title or position (e.g., Manager, Developer, Account Manager). - **Date of hire (Column F): **To track the date the employee joined the company and seniority, use the DD/MM/YYYY format. - **Email (Column G): **Employee email.   - **Phone number (Column H): **To list the employee contact number. - **Address (Column I):  **This is for storing the employee's residential address.  - **Date of birth (Column J): **To record the DOB of the employee, use the following format: DD/MM/YYYY. - **Emergency Contact Name (Column K): **To provide the contact's name in an emergency.  - **Emergency Contact Relationship (Column L):  **To specify the emergency contact's relationship to the employee. - **Emergency Contact Phone (Column M): **To list the phone number of the emergency contact. - **Additional notes (Column N):** to list any additional notes or comments. ## 5. Best practices for using the employee repository:  Best Practices for Using the staff repository: ### 1. Consistency: Ensure data entry is consistent in format and content to maintain clarity and accuracy. ### 2. Access control: Manage access permissions to ensure only authorized personnel can view or edit sensitive employee information. ### 3. Regular updates: Periodically update the information to reflect any changes in the employees’ details. Regular updates ensure that the data remains current and valid. ## Feeling overwhelmed managing employee data with spreadsheets?  While spreadsheets like Google Sheets or Microsoft Excel are a good start, they can quickly become cumbersome and inefficient. Imagine having a dedicated tool that not only simplifies data management but also seamlessly integrates with your daily operations. ### Why upgrade to PurelyHR? - Automated processes: Say goodbye to manual data entry and formula errors. PurelyHR automates repetitive tasks, saving you time and reducing the risk of mistakes. - **Centralized data:** Access all your employee information from one secure location. No more digging through multiple sheets or documents. - **Advanced reporting: **Generate detailed reports with just a few clicks. Gain insights into employee performance, attendance, and more. - **Scalability: **Whether you have 10 or 1,000 employees, PurelyHR scales with your business needs. - **Enhanced security: **Protect sensitive employee data with advanced security features and access controls. Take the first step towards a more efficient and organized HR process. Sign up for a free 21-day trial of PurelyHR today and experience the difference. #### [Sign up for a Free 21-Day Trial! ](http://purelyhr.com/trial/)       [View full post](https://blog.purelyhr.com/employee-repository-template) ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "The PurelyHR Team" }, "dateModified" : "2025-10-20T17:34:21.452Z", "datePublished" : "2024-07-02T15:33:38Z", "headline" : "How to use the PurelyHR employee repository template", "image" : { "@type" : "ImageObject", "height" : 960, "url" : "https://3915565.fs1.hubspotusercontent-na1.net/hubfs/3915565/Employee%20repository%20template.png", "width" : 1920 }, "mainEntityOfPage" : "https://blog.purelyhr.com/employee-repository-template", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "height" : 60.0, "url" : "https://3915565.fs1.hubspotusercontent-na1.net/hubfs/3915565/Logos%20and%20graphics/logo-purely.png", "width" : 150.0 }, "name" : "Your Guide To HR Success" } } ```