Employee roster template
An employee roster in Excel: name, title, department, hire date, status, manager and contact details.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Roster: employee ID, name, job title, department, manager, hire date, status, employment type, work location, work email, phone, last day, notes, headcount by status (formula)
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
Work details only
The roster leaves out Social Security numbers, birth dates, gender, marital status and family information on purpose. Keep anything like that in a separate file with restricted access.
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Employee roster
| Employee ID | Name | Job title | Department | Manager | Hire date | Status | Employment type | Work location | Work email | Phone | Last day | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1001 | Jordan Lee | Account manager | Sales | Taylor Kim | 2023-03-06 | Active | Full-time | Austin, TX | jordan.lee@acme.example | (555) 010-0101 | ||
| 1002 | Casey Nguyen | Support specialist | Customer support | Sam Park | 2025-01-13 | Active | Part-time | Remote | casey.nguyen@acme.example | (555) 010-0102 | 20 hours per week | |
| 1003 | Morgan Diaz | Warehouse associate | Operations | Sam Park | 2024-08-19 | Terminated | Full-time | Austin, TX | 2026-02-27 | Moved out of state | ||
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Pick how many rows you need and download. Each row is one employee: ID, name, job title, department, manager, hire date, status, employment type, work location, work email and phone. Status and employment type are dropdowns so the list stays consistent when several people edit it.
When someone leaves, change the status to Terminated and type the last day instead of deleting the row. The headcount block under the table counts active, on leave and terminated rows by itself.
Things to watch
A roster gets shared widely, so it holds work details only. Do not add columns for Social Security numbers, birth dates or home addresses. If you need those for payroll or benefits, keep them in a separate file that only HR can open.
Calculators that go with this
Frequently asked questions
Can I add columns?
Yes. Insert a column anywhere to the left of Notes and the headcount formulas keep working. Keep the Status column name the same if you move it.
Why no birth date or gender column?
They are not needed to run a roster and they create privacy and discrimination risk when the file is shared. Record them elsewhere only when a benefit or legal filing asks for them.
Does it work in Google Sheets?
Yes. COUNTIFS works the same in Google Sheets. You may need to re-create the dropdown lists.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.