As your organization grows, you'll need to keep a good overview of your employee's data and be able to quickly and easily make changes to it. The following guide shows how you can use Orderly Databases for Confluence to manage your employee data easily. 

What's in it for you?

  • Quick overview of all employee data as cards or a table.

  • Easy and speedy editing of employee data.

  • The Orderly Entry macro gives a summary of each employee on their specific page.

  • Restrict confidential information with permissions feature.

Requirements for Storing Employee Data

In this guide, you'll learn how to manage employee data using the fictitious company Good Consulting as an example. Good Consulting gathered the following information about their employees to create their database:

  • First and last name
  • Photo of the employee
  • Nationality
  • Birth date
  • The team they belong to
  • T-shirt size
  • Link to emergency data on a separate Confluence page 

How to Create a Database

To get started, you'll first need to create a database for the employees in your Confluence space. Learn more about databases and how to create one here.
After that you can create an overview at the top of each employee page by adding an
Orderly Entry macro.

Employee Database

Go to “Orderly Databases” and create a new database “Employees”.

Create a Confluence page where the database should be displayed e.g. “Employee Data”.
Insert the Orderly Database macro there and link it to the “Employees” database.

Set up necessary fields you need for documenting your employee’s data and enter your employees as entries.

Here are some examples for field types you could add and which settings to choose in the set up to create a database like above:
TitleField TypeSettings
Last nameText
  • Allow line breaks
First nameText 
  • Allow line breaks
PhotoImage
  • Default settings
NationalityText
  • Allow line breaks
Birth dateDate
  • Default settings
TeamSelect
  • Enter all teams you require e.g. Developers, Engineers etc.
  • Enable multi select if required
  • Enable create option if required
Shirt sizeSelect
  • Enter all shirt sizes you require, e.g. S,M,L etc.
  • Enable multi select if required
  • Enable create option if required
Emergency dataPage link
  • Enable page creation
  • Select where you want new pages to be stored. Here we chose 'fixed parent page' and selected 'Employee Data' page as parent page
  • Initial content is set to database entry macro
  • Disable multi select

Display Key Data on Each Page

By adding an Orderly entry macro to the very top of each page, key data for every employee will be visible right away when you land on a page. 

Card View

To make your employees' photos and other important data really pop, we recommend using the card view. The card view displays each employee as a separate card, instead of as a table.

To use card view, click edit to enter a Confluence page that includes an Orderly database, then click to edit the macro. Select 'Card' as the default view. Your database will now always show as cards.

Alternatively, if you only want to have a quick look at the card view, change the view to 'Card' using the toolbar. This way card view will only be displayed for the time you are working on that page and only displayed for you, not everyone else who views the page.

Restrict Viewing or Editing Rights for the Database

If you don’t want the information in your database to be public or don't want people to edit the data, you can restrict it using the permissions feature. Learn how to manage database permission in detail here.

For this use case, you could restrict the permissions for the whole database, for example if you don't want colleagues outside the HR team to access this data. Alternatively, you can enable the database lock. Once locked, others than the admin are restricted from editing the database fields but they can still edit the entries.

Curious to read about more ways to use Orderly Databases?

If we have raised your interest in using Orderly for your team's or company's employee data management, you should definitely check out our other use case articles as well.
Click here to visit our use case library. Or have a look at our guides and tutorial for getting started with Orderly here.