People template
Employee register: free Excel workbook
The employee register is a free, multi-sheet Excel workbook for a Kenyan business: every employee: IDs, KRA PIN, NSSF/SHA numbers, pay and status.
When KRA, NSSF or SHA asks, you cannot produce a clean list of staff with their numbers and pay.
What is in the workbook
Start here
What the workbook is for, how to fill it, and the colour key.
Employee register
The register: the right columns, dropdowns, and live totals. Type in the gold cells.
Dashboard
Your numbers added up as you go, with a simple bar view.
Lists
The dropdown options, so your data stays tidy and consistent.
Settings
The reporting currency, and where figures come from.
Next step
How SawaAfrik does this automatically from your real records.
The columns it includes
How to use it
- 1Download the workbook and open the "Employee register" sheet.
- 2Fill one row per entry. Type only in the gold cells; the white cells and the totals work themselves out.
- 3Where a cell has a dropdown, pick from the list instead of typing.
- 4Watch the totals row and the Dashboard add up your money columns automatically.
- 5When you outgrow the file, bring it into SawaAfrik, where it fills from your real records and the tax figures are computed for you.
Questions
- Which numbers should I keep?
- ID or passport, KRA PIN, NSSF and SHA numbers, job title, start date and gross pay. These are exactly what a payroll run, a statutory filing and an audit all ask for.
- Is the employee register free?
- Yes. Download the employee register as a ready-to-use Excel workbook, with no sign-in and no payment. It is yours to keep and edit.
- What is inside the employee register workbook?
- Six sheets: a Start Here guide, the Employee register register (Employee ID, Full Name, ID/Passport, KRA PIN, NSSF No, SHA No, and more), a Dashboard that adds everything up, a Lists sheet for the dropdowns, a Settings sheet, and a Next step sheet. It opens in Excel, Google Sheets or WPS, with no macros.
- Does it work in Google Sheets and on my phone?
- Yes. The workbook opens in Excel, Google Sheets or WPS. There are no macros, so it works on a phone or a laptop. Keep your own copy before you share it.
- Does the employee register calculate my totals?
- Yes. The money columns total automatically on the register and on the Dashboard. Statutory figures like PAYE, VAT, NSSF and SHA are deliberately not typed into the sheet. SawaAfrik computes those from the current KRA rates, each with its official source and the date it took effect, so a number is never without where it came from.
- How is this different from the SawaAfrik app?
- A workbook is a file you fill in yourself. Inside a free SawaAfrik workspace the same shape fills from your real records, invoices, payroll and expenses flow in once and appear everywhere, deadlines remind you before they are due, and statutory figures are computed with their source and date. The workbook is the start; the app is when you stop retyping.
Related workbooks
- View
Payroll register
Monthly pay inputs per employee: basic, allowances, deductions.
- View
Payroll statutory check
PAYE, NSSF, SHA and AHL per employee, reviewed before filing.
- View
Attendance / timesheet
Hours worked per day, feeding payroll and job costing.
- View
Leave register
Leave entitlement, taken and balance per employee.
Want it built to your exact workflow, in your branding? We make custom workbooks, documents and software on the same registry-backed, audited platform.
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