How to Manage Your Employee Register in France Guide

What Is the Employee Register?

The Employee Register is a legal HR document that records essential information about every employee:

• identity,
• type of contract,
• role,
• start and end dates,
• and more.

It must be kept up to date and accessible at all times, especially in case of a labor inspection.

Why Is It So Important in Paris and France?

Ensure full compliance with French labor law

Failing to maintain this register can result in financial penalties or administrative sanctions.

Structure your HR records

A clear register simplifies payroll, audits, and internal communication.

Protect employee rights

Maintaining proper records is part of your legal obligations as an employer.

What Information Is Legally Required?

Your employee register must include the following for each worker:

• Last name, first name(s), date of birth
• Gender
• Nationality
• Type of contract (permanent, fixed-term, temporary, etc.)
• Job title / position
• Qualifications (if applicable)
• Precise hiring and termination dates

This applies to employees, temps, interns, and even freelancers under certain conditions.

How to Manage Your Employee Register Step by Step

1. Choose the right format

You can use a paper register or a digital version, as long as it complies with GDPR (General Data Protection Regulation).

2. Collect the required data at hiring

Gather all relevant information as soon as a new employee joins your company.

3. Record entries promptly

Each hire or departure must be added to the register without delay.

4. Keep the register up to date

Regularly check and update your records to prevent errors or missing data.

5. Ensure data security

Protect personal information in line with GDPR standards.

Download Your Free Employee Register Template

To make your life easier, FM4ALL offers a free editable template, tailored for offices in Paris and France.
➡️ Download your free employee register template

This is a french version. You can have both english and french language on the document, but french language is mandatory.

If you prefer, there is also ready to use notebook from local stores starting at 10€, or the top 1 brand Exacompta for 25€. But as you have understood, the medium doesn't really matter, only thorough updated information.

Outsource Your Register Management to an FM4ALL Office Manager

Want to avoid administrative headaches?

FM4ALL offers part-time Office Managers who can take over your employee register, HR recordkeeping, and even help with office services such as cleaning, supplies, and day-to-day maintenance.

This allows you to focus on growing your business, not drowning in paperwork.

Get a Quick Online Quote for Facility Management in Paris

Use our online comparison tool to find the best FM services in Paris area and France. From HR administration to cleaning and maintenance, FM4ALL helps small and mid-sized companies stay compliant and efficient.