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Employee Directory Template
Employee roster and directory template in CSV: company-wide directory, restricted HR roster, benefits census layout, and which fields to keep private.
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What you get
- A company-wide directory table with 8 realistic example rows and 20 blank rows
- A restricted HR roster (legal name, employment type, FLSA status, work state) kept apart from the directory
- An employee census layout in the format benefits brokers and carriers ask for when quoting
- A field-by-field guide: who can see each field and where the source of truth lives
- Privacy rules: what never goes in a shared directory, an access matrix, and GDPR / UK GDPR notes
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
What this template is for
An employee directory answers one question: who is this person and how do I reach them at work. An employee roster is HR's master list of who is employed, on what terms, and where. A census is a one-off extract a benefits broker uses to price a plan. These are three different audiences with three different privacy levels, so this template keeps them in separate tables. If you need to collect a new hire's personal details (home address, bank details, emergency contact), use the employee information form instead. If you need to show reporting lines visually, use the org chart template. This file is the list those two feed into.
Directory control details
- Company / legal entity— list each entity separately if you run more than one EIN or payroll
- As-of date— e.g. 2026-10-01; refresh monthly
- Directory owner— one named person in HR ops, not a shared inbox
- Source system— e.g. BambooHR export, ADP Workforce Now report 'Active EE Roster'
Company-wide employee directory
Visible to all employees. Work contact details only.
| Emp ID | Name (preferred) | Job title | Department | Manager | Location / time zone | Work email | Work phone |
|---|---|---|---|---|---|---|---|
| E1001 | Priya Raman | VP, People Operations | People | Dana Whitfield | Austin, TX / CT | praman@northwind.example | 512-555-0141 x2101 |
| E1014 | Marcus Oyelaran | Payroll Specialist | People | Priya Raman | Austin, TX / CT | moyelaran@northwind.example | 512-555-0141 x2114 |
| E1022 | Beth (Elizabeth) Kowalski | Warehouse Supervisor, 2nd Shift | Operations | Luis Andrade | Reno, NV / PT | bkowalski@northwind.example | 775-555-0188 |
| E1030 | Luis Andrade | Director, Fulfillment | Operations | Dana Whitfield | Reno, NV / PT | landrade@northwind.example | 775-555-0180 |
HR employee roster (restricted)
HR, payroll, and finance only. Same Emp ID as the directory so the two can be joined without names.
| Emp ID | Legal name | Start date | Employment type | FLSA status | Work state / country | Std hours / wk | Status |
|---|---|---|---|---|---|---|---|
| E1001 | Priya Raman | 2021-03-15 | Full-time | Exempt | TX | 40 | Active |
| E1014 | Marcus Oyelaran | 2023-08-07 | Full-time | Non-exempt | TX | 40 | Active |
| E1022 | Elizabeth Kowalski | 2019-11-04 | Full-time | Non-exempt | NV | 40 | Active |
| E1030 | Luis Andrade | 2020-01-06 | Full-time | Exempt | NV | 40 | Active |
Field guide: who sees what
| Field | Directory | HR roster | Source of truth | Notes |
|---|---|---|---|---|
| Preferred name | Yes | Yes | Employee self-service | Let employees edit it; keep legal name for payroll and tax forms only |
| Pronouns | Optional | Optional | Employee self-service | Only if the employee chooses to add them |
| Job title | Yes | Yes | HRIS job record | Change only through an approved job change, not by editing the sheet |
| Manager | Yes | Yes | HRIS reporting line | Drives the org chart; check it after every reorg |
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How to use this template
- 1
Export from your HRIS or payroll first
Pull active employees from the system of record rather than typing names in. The directory should be a view of HR data, not a second copy that drifts.
- 2
Split the data into three tabs
Directory (everyone can see), HR roster (HR and payroll only), and census (built only when a broker asks, then deleted). Never merge them into one sheet.
- 3
Strip the sensitive fields
Remove SSN, date of birth, home address, salary, and anything from Form I-9 before the directory is shared. Use the keep-out list below as a final check.
- 4
Set access and a refresh date
Share the directory read-only. Name one owner, refresh it on the first business day of each month, and log the as-of date at the top.
- 5
Build the census on request only
When renewing benefits, create the census from the roster, send it through the broker's secure portal or an encrypted file, and delete your working copy after the quote is bound.
Frequently asked questions
What is the difference between an employee roster and an employee directory?
A directory is the company-wide contact list: name, title, team, manager, and work contact details. A roster is HR's restricted master list of who is employed and on what terms, including start date, employment type, FLSA status, and work state. Keep them in separate tabs joined by an employee ID so the directory can be shared without exposing roster data.
What should an employee directory include?
Preferred name, job title, department, manager, work location and time zone, work email, and work phone. Optional extras are pronouns and a photo, both chosen by the employee. Leave out date of birth, home address, personal phone, salary, and any government ID numbers. Everything in the directory should be something a coworker needs to find and contact someone.
What is an employee census and what goes in it?
An employee census is a file a benefits broker sends to insurers to price group coverage. It usually lists each employee's date of birth, sex, home ZIP code, hire date, full-time or part-time status, salary (for life and disability quotes), and current coverage tier. Use census IDs instead of names and send it through a secure channel.
Can I build an employee database in Excel?
Yes, for small teams. Download the CSV, open it in Excel or Google Sheets, and keep the directory, HR roster, and census on separate tabs with separate permissions. Past about 50 employees, a spreadsheet becomes hard to keep accurate and secure, and an HRIS with role-based access is usually worth it.
Should birthdays be in the employee directory?
No, not the full date of birth. Birth year exposes age, which is protected under the ADEA for workers 40 and over, and full DOB is a common identity-theft data point. If your team celebrates birthdays, ask employees to opt in to sharing month and day only and keep that list separate from the directory.