Employee data managed across disconnected systems — HR platforms, spreadsheets, paper forms, and email threads — is rarely complete, rarely current, and rarely in one place when it is needed. Contact details are out of date. Emergency contact information was collected at onboarding and never updated. Job-related information lives in one system while personal details live in another. When HR needs a complete picture of an employee, assembling it requires more effort than it should.
The Employee Information template for SharePoint, built with Infowise Ultimate Forms, provides a comprehensive, structured record for each employee — capturing contact details, personal information, job-related data, and emergency contacts in a single, organized SharePoint record that HR teams can manage, search, and maintain without switching between systems.
How it works
Contact details
The form captures the employee's primary contact information — home address, personal email address, personal phone numbers, and any additional contact details the organization requires. These are stored alongside the employee's record and accessible to authorized HR staff at any time, without having to locate the original onboarding paperwork.
Personal information
A dedicated section captures personal details relevant to HR administration — date of birth, nationality, marital status, and any other personal information your organization collects for payroll, benefits, or regulatory compliance purposes. Column-level permissions can restrict sensitive personal information to specific HR roles, ensuring that only authorized staff can view or edit the most sensitive sections of the record.
Job-related data
The form includes a comprehensive job information section covering the employee's role, department, employment start date, employment type, reporting line, work location, and any other job-related details relevant to your HR and operational requirements. This structured approach ensures that every employee record reflects the same set of job attributes, making the full employee list searchable and filterable by any dimension the organization needs.
Emergency contact information
A dedicated emergency contact section captures the name, relationship, and contact details of the person to be reached in the event of an emergency. Keeping this information within the same structured SharePoint record as the rest of the employee's data means it is immediately accessible to authorized staff when it is needed most — not buried in a paper form filed at onboarding.
A centralized, searchable employee database
Every completed employee record is stored in a standard SharePoint list. HR teams have a single, searchable view of the entire workforce — filterable by department, role, employment type, location, or any other column — giving an accurate, current picture of the organization without manual consolidation across multiple systems.
What you get
- A structured employee record capturing contact details, personal information, job data, and emergency contacts in one place
- Column-level permissions to restrict sensitive personal and HR information to authorized roles
- A centralized, searchable SharePoint employee database filterable by any column
- Configurable sections and columns to match your organization's specific HR data requirements and compliance obligations
- Extendable with automated notifications and update reminders using Ultimate Forms Alerts
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Employee Information system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All employee records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
