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Latest Discussions

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Recently active

HRJoyCommunicator

Outlook diary reminders

Hi - we have employees missing training sessions that they have been booked on to via Personio’s Training section, because the Outlook invites that they are automatically sent for the sessions do not have any reminder on them. So nothing pops up to remind the employee of the call, and they merrily carry on working!I have checked with an employee who had this happen yesterday, and they have confirmed that they can’t even add a reminder once the invite has been accepted and added to their diaryDoes anyone know if there is a way around this from a setup/settings/admin perspective? It seems like quite a big flaw in an otherwise sensible Training system.

johanna.simonGetting Started

Can't create remaining vacation days report with new Personio

Hi, for a financial audit we need to report remaining vacation days as of 31.12.24.Before with the classic builder I was able to create this report without any problems, I just selected names of employees, vacation days entitlement, planned, taken, carried over, and the final amount at the end of period. I am not able to to this since the Personio update. Can anyone help please? is there a way of reverting my profile to the old version so I can use the classic builder?

Lisa WillemsGetting Started

Employee Data & Documents

How long does Personio retain data that has been deleted by the employer?

Hi everyone,I have a question regarding data retention in Personio:How long is personal data (e.g. attributes in the employee profile) retained in the system after it has been deleted by the employer?I’m particularly interested in whether any temporary storage still occurs after deletion – for example, in backups – and if so, for how long and for what purpose (e.g. recovery options or legal compliance).Thanks in advance for your support!Best regards,Lisa

niklas.pGetting Started

Employee Data & Documents

Best Practice for Creating Applicants with CV Upload from External Software via Zapier

Hi,I am looking for the smartest way to automatically create new applicants in Personio from external software (e.g. from a custom job portal) using Zapier. My goal is to upload their CV directly to their Personio profile.Currently, I receive the CV as a Base64-encoded string from the external software. I have tried decoding this to binary and passing it to Personio via the API (through Zapier), but I keep running into errors and the file does not upload successfully.Has anyone successfully implemented this workflow?What is the recommended method for converting and uploading files (such as CVs) to Personio via Zapier? Should the file be sent as a Base64 string, binary, or some other format? Are there any specific requirements or examples for the file object structure that Personio expects?Any advice, best practices, or code snippets would be greatly appreciated!

YHilalGetting Started

Employee Roles & Approvals

Workflow: Time tracking Approval

Dear Community,I’m experiencing issues with time tracking approvals since the process was moved to workflows. Unfortunately, the approval settings didn’t migrate automatically, so I had to create the workflow manually.I followed the setup exactly as described in this guide: 🔗 Set up attendance approvals in AutomationsHowever, the system is still showing violations for the team manager. I’ve double-checked the work schedule and the employee’s time entries — everything seems to comply with our internal policy.What’s also confusing is that when I click on the alerts, it doesn’t show me what kind of violations or issues they are. So I’m not sure what exactly needs to be fixed.Is there something I might be missing? Any help would be greatly appreciated!Best regards,Yildiz

Blanca Vilar PemánGetting Started

Integrations & Workflows

How to Disable Automatic Notification for End of Probation Period

Hello, I would like to know how to disable or remove the automatic notification that is sent to managers when an employee’s probation period is about to end. Currently, there is an automatic message that I’m unable to delete. I have checked both, Workflows and Employee Roles sections, but I couldn’t find where it is set up. I want to create a new one instead.Thank you in advance for your assistance. Best regards,Blanca

Ana_Cycle0Getting Started

Reports in Personio

Hello everybody, We are struggling creating reports in Personio, does somebody have the right answer? New hires (not from recruiting module): How to report new hires quarterly without the system aggregating data month by month? For example, we have one new joiner in January, two in February and 0 in March. March will show as 3 new joiners, because it accummulates from previous months. Leavers: how is the turnover rate calculated in Personio and why is it represented as a - % Growth , as growth does not only depend on leavers. We can’t represent it quartlery as it is also accumulating data. Anybody an idea on how to properly report leavers data quartlery? Thank you!Ana

WilliamGetting Started

Integrations & Workflows

API functionality

Problem Description:Hello!I’m developing an integration between Personio and our system (via Make.com) and have encountered a few issues that cannot be resolved with the current API documentation. I’m hoping for your help or confirmation from the Personio team.The absence of certain predefined fields (such as "Salary Expectations," "Experience," "Current Employer," etc.) in API responses is an issue I’m encountering. I’m utilizing the /v2/recruiting/candidates/{id} and /v2/recruiting/applications endpoints to retrieve data about candidates and their applications. These fields are designated as standard within the system; however, they are not being returned in the API responses. No attachments (like CVs or any other docs sent by candidate, or added by manager) in API responses - I’m trying to retrieve document files related to candidate applications, but the attachments field is missing in the endpoint responses /v2/recruiting/candidates/{id} and /v2/recruiting/applications.I would app

Nadia ChubarovaFollower

Salary & Payroll

Hi thereis there anyone here who have also daily rates for salary and / or allowances? - How do you work around a lack of such option in Personio? We offer daily rates for some consultants and daily meal allowances (the latter is mandatory in some countries).Thank you.Best,

FriederikeThiesBusy Bee

Employee Data & Documents

Personio Employee API: time and timezone

Hey, we are using the list employees API to get new joiners from the system in order to activate them in other tools. I read at some point that the change happens usually around 3-4 am in the morning and have scheduled my integration for that time. However I learned now, that the people are usually activated a day later (2nd day of the month) because no changes can be detected when I run the sync at 4am. My questions: at what time exactly are employees activated in Personio? and: is this time UTC? UTC+1 or UTC+2Looking forward to your reply!

HRJoyCommunicator

Outlook diary reminders

Hi - we have employees missing training sessions that they have been booked on to via Personio’s Training section, because the Outlook invites that they are automatically sent for the sessions do not have any reminder on them. So nothing pops up to remind the employee of the call, and they merrily carry on working!I have checked with an employee who had this happen yesterday, and they have confirmed that they can’t even add a reminder once the invite has been accepted and added to their diaryDoes anyone know if there is a way around this from a setup/settings/admin perspective? It seems like quite a big flaw in an otherwise sensible Training system.

johanna.simonGetting Started

Can't create remaining vacation days report with new Personio

Hi, for a financial audit we need to report remaining vacation days as of 31.12.24.Before with the classic builder I was able to create this report without any problems, I just selected names of employees, vacation days entitlement, planned, taken, carried over, and the final amount at the end of period. I am not able to to this since the Personio update. Can anyone help please? is there a way of reverting my profile to the old version so I can use the classic builder?

Lisa WillemsGetting Started

Employee Data & Documents

How long does Personio retain data that has been deleted by the employer?

Hi everyone,I have a question regarding data retention in Personio:How long is personal data (e.g. attributes in the employee profile) retained in the system after it has been deleted by the employer?I’m particularly interested in whether any temporary storage still occurs after deletion – for example, in backups – and if so, for how long and for what purpose (e.g. recovery options or legal compliance).Thanks in advance for your support!Best regards,Lisa

Carly MurphyFollower

Time Off & Attendance

Changing Working Pattern

Hi Everyone, I have a staff member who works a 28 hour week. She has a 5 week working pattern, e.g week 1, 28 hours over 4 days, week 2 28 hours over 5 days, week 3 28 hours over 5 days but different working hours per day than week 2. Currently I have her AL in hours calculated over 5 days, and her working pattern set up as 5 hours 35 mins per day. This is fine where she takes a full week’s leave - it deducts 28 hours from her balance. On the days, however, where she works a full day, e.g 9 to 5 (7 hours) and wants to take the afternoon off, e.g 2 to 5, she is unable to do do, as her working day is set up as 5 hours and 35 minutes., from 9 to 2.35. Is there any way to add a 5-week working schedule in the background? I can see there is the option to add 4 weeks for the schedule which I will try, and would help but can an additional week be added?

niklas.pGetting Started

Employee Data & Documents

Best Practice for Creating Applicants with CV Upload from External Software via Zapier

Hi,I am looking for the smartest way to automatically create new applicants in Personio from external software (e.g. from a custom job portal) using Zapier. My goal is to upload their CV directly to their Personio profile.Currently, I receive the CV as a Base64-encoded string from the external software. I have tried decoding this to binary and passing it to Personio via the API (through Zapier), but I keep running into errors and the file does not upload successfully.Has anyone successfully implemented this workflow?What is the recommended method for converting and uploading files (such as CVs) to Personio via Zapier? Should the file be sent as a Base64 string, binary, or some other format? Are there any specific requirements or examples for the file object structure that Personio expects?Any advice, best practices, or code snippets would be greatly appreciated!

Ritva EloGetting Started

A bug in Recruiting?

Our CEO has both Recruiting and Admin roles in Personio. Still he is not able to view any of the recruitment candidates’ details in Recruiting. When he clicks a candidate name, he gets an empty screen without any error messages. When other people in our company with the same Recruiting role click a candidate name, we can view the candidate details. This looks like a bug. Is it, and how can it be fixed?

andra.enacheExplorer

HR Strategy & Best Practices

💌Get ready for our Lunch & Connect! 🗓️ June 26th, 2025

Hello HR leaders!How are you? No, really - how are you? 🤗Next Thursday, we’ll spend two hours together with the hope of truly connecting and creating a space where you can share your experiences, feel inspired, and simply… just be.As HR leaders, we’re so often focused on supporting others that we sometimes forget: we’re human too. Carrying the stress and responsibility of our organisations comes at a cost - emotionally, mentally, even physically. So, how do we take care of ourselves as well?The reality is that today, change is the only constant. We live in an unpredictable world - economically, politically, socially - which can shift the direction of our organisations and priorities overnight. How do we build resilience in ourselves and our teams to navigate this collective uncertainty? Whether it’s missing goals, managing layoffs, or handling the thousand small things that come our way daily, the pressure is real.I believe it starts by creating a sense of psychological safety. People

MoeCommunity Admin

HR Strategy & Best Practices

Discussions about AI + an HR summit = a day to remember in Cambridge! ☀️🤩

Hello everyone!I’m here to give you a rundown of an incredible Thursday in sunny, warm Cambridge. After a morning commute from London that was suspiciously stress-free, I settled into a Lunch & Connect gathering that felt like we needed more than our scheduled 2 hours!Our host, James (@JHBEM) put together another fantastic gathering yesterday, setting us up for a fascinating dialogue. Speaking of which, a huge thank you to Jo Stansfield who facilitated and sparked a wonderful, introspective conversation Jo talks us through prompts that sparked a lively conversation!AI, as you all know by now, is among the hottest topics in so many industries. HR is no different. I have to confess, I’m something of an optimist when it comes to the potential of this technology. I showed as much when I referenced its potential to eliminate repetitive, mundane tasks and help HR pros focus more on creative and/ or strategy work.Oxana and David (@Naturally Mindful) challenged this notion, asking about

YHilalGetting Started

Employee Roles & Approvals

Workflow: Time tracking Approval

Dear Community,I’m experiencing issues with time tracking approvals since the process was moved to workflows. Unfortunately, the approval settings didn’t migrate automatically, so I had to create the workflow manually.I followed the setup exactly as described in this guide: 🔗 Set up attendance approvals in AutomationsHowever, the system is still showing violations for the team manager. I’ve double-checked the work schedule and the employee’s time entries — everything seems to comply with our internal policy.What’s also confusing is that when I click on the alerts, it doesn’t show me what kind of violations or issues they are. So I’m not sure what exactly needs to be fixed.Is there something I might be missing? Any help would be greatly appreciated!Best regards,Yildiz

radarloveGetting Started

Time Off & Attendance

Automatically change overtime in Flexi time

Hi all, Is there a way to change approved overtime automatically in flexi time?ThanksTom

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