An employee profile template is the front page of the employee record, and it is short on purpose: the employee ID, name, role, start date, pay basis, manager, location, status, and the emergency contact. Everything else is a document attached to the profile in date order, not a field on it. The onboarding checklist on this site captures the fields at hire and assigns the ID, free and without an account; the paid product keeps the profile with the documents against it.
The fields
ID, name, role and job description reference, start date, pay basis and rate, manager, location, employment status, emergency contact. What payroll and a manager need to find and place a person. Not the life story, not the personal details nobody needs.
What to leave out
The Social Security number, which lives only on the tax forms; medical information, which lives in the restricted section; anything the business has no reason to hold. A profile that holds less is a profile that leaks less.
The documents that hang off it
Contract, handbook acknowledgment, onboarding checklist, training, timesheets, reviews, write-ups, changes, exit, each dated. The contract tool, handbook template and review template on this site print three of them.
Who sees what
The owner the whole record; the manager their people's profiles and documents; the employee their own; payroll the sensitive section. HeadcountDesk Pro applies the access; the checklist on this site starts the profile. From the vendors' own pricing pages, cited below: Homebase lists its Essentials plan at $30 per location per month billed monthly or $24 billed annually, with unlimited employees, and a Basic plan at $0 for one location with up to 10 employees; BambooHR starts at $10 per employee per month for Core and $17 for Pro; Deputy's Core plan is $6.50 per user per month. HeadcountDesk Pro is $24 per month per location.
Questions people ask about employee profile template
Should the profile include a photo?
If the business uses one for security or a directory, with the employee's agreement; it is not a record field.
How often is the profile updated?
At every change to role, pay, manager or location, with the change documented.
Is the checklist free?
Yes, without an account.