Staff contact and emergency details register

What the staff contact and emergency details register does

When something goes wrong, you need a phone number fast. This register holds each employee's role, contact details and next of kin in one place, with a count of how many staff are listed and how many have an emergency contact recorded, so gaps are easy to spot.

Who it is for

Small employers, office managers and HR officers who keep staff records, and supervisors who need emergency contacts to hand.

How to use the workbook

1. List each employee with their role, phone and email.
2. Add the next of kin and their phone number.
3. Check the count of staff without an emergency contact and fill the gaps.
4. Review the register every six months and whenever someone joins or leaves.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Contact details and role for every employee
• Next of kin and emergency number
• Count of staff listed
• Count of staff missing an emergency contact
• Simple layout you can print

The workbook has these sheets: Instructions, Register. The main table has the columns Employee; Role; Phone; Email; Next of kin; Next of kin phone; Emergency contact recorded. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Staff details are personal data, so keep the file somewhere safe.
• Ask employees to confirm their details once a year.
• Keep a printed copy somewhere you can reach if systems fail.
• Remove leavers' details according to your records policy.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to run payroll for a small business in Kenya
• Guide: How PAYE is calculated in Kenya, step by step
• Guide: NSSF contributions explained: tiers, limits and what you pay
• Another template: Annual PAYE and payroll summary
• Another template: Annual leave planner and register
• Another template: Benefits and allowances register

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