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X
Getting Started
xuserGetting Started
 Integrations & Workflows
issue with Okta sso

Hi all, I’ve successfully set up SSO integration between Personio and Okta. However, when users request the Personio app via Okta, they’re redirected to the SSO login page and asked to select the login method manually, instead of being signed in directly. This issue started recently, right after our token credentials were renewed. We hadn’t faced it before. For clarification, please see the attached screenshot. Appreciate your support.CheersSam 

40
X
Getting Started
Moe
Community Admin
MoeCommunity Admin
 HR Strategy & Best Practices
People Puzzlers - July 2025

Good morning and happy Monday everyone! 😄Since our first edition of the new People Puzzlers series sparked quite the conversation, I thought I’d go ahead and hit you with another one. 👀This time, let’s take our focus to managing employee communications. In my conversations with our lovely community members, this stands out as a key challenge. This is particularly the case when a company is going through a period of change. In light of that, here’s this month’s People Puzzler! Contracts and CommunicationsA new labour law has been added to the statute books. This law requires that overtime pay be limited to 3 hours per week. The employees at your company average 10 hours of overtime per week. Because of this new law, employee contracts have to be changed so that this limit on overtime hours is made clear and strictly adhered to. So, how do you go about communicating this to employees? How would you combat resistance to this change in contracts? Specifically, the resistance you have to

91
Moe
Community Admin
D
Getting Started
DelphineeGetting Started
 Employee Data & Documents
Accessing Termination Information

Hello everyone,Is there an alternative way to access termination information in an employee’s profile, other than clicking the three dots in the Terminate Employment section at the top right corner or generating a report?Thank you for your support !

292
D
Getting Started
S
Follower
stef.fFollower
 Employee Data & Documents
Changing working hours from specific date

Hello, We have working students who would like to work 40 hours during the semester break, after the semester break is over they would resume working 20 hours. How do I set this up in Personio? It looks like setting up the change from a certain date is now hidden behind a paywall. Is that correct? Is there a workaround? Thank you! 

285
SabbuSchreiber
Communicator
H
Follower
HRHappinessFollower
 Integrations & Workflows
Training tool - invitations with default 'do not remind me'

Hi, When I send out invitations through the training module the calendar invites in outlook have the reminder defaulted to ‘do not remind me’, this can be amended within the invite once accepted, but it seems like an oversight. It has caused us issues with employees missing calls because they haven’t had the reminder from Outlook due to the default settings.Any chance this could be updated? I have submitted it as feedback, but wanted to see if this is already something that’s been flagged.Thanks,Lucy

336
H
Follower
Moe
Community Admin
MoeCommunity Admin
 HR Strategy & Best Practices
London Lunch & Connect Recap + a chance for you to host our next one!

Happy Monday, everyone! ☀️I wanted to stop by and quickly recap a fantastic Lunch & Connect meetup in the Personio London office. Hosted by the wonderful ​@andra.enache, we were all treated to a conversation that was equal parts cathartic and refreshing. As a reminder, the theme of the discussion last week was on building resilience and how People professionals can build up their own reserves. In your professional lives, you’re all frequently tasked with helping other employees in this regard. However, it’s not often that HR pros get to thin about themselves and how they’re dealing with, well, everything!We had an absolute blast listening to each other’s stories and connecting. Thank you to ​@Blue, ​​​@Kim Stringer, and all of our other guests for making it a great day. We can’t wait to host another one of these gatherings in the Personio office! Speaking of which, are you interested in hosting your own Lunch & Connect meetup in our lovely Covent Garden office? Food and refresh

193
A
Explorer
Lucie B
Community Admin
Lucie BCommunity Admin
 Community News & Announcements
FutureLab Recap – How your contributions are shaping the future of Personio 📊FutureLab

Dear Voyagers,From April 7th to April 17th, we hosted our first-ever FutureLab Event, a collaborative initiative designed to bring our community closer to the heart of product development at Personio. Members of our community worked alongside our product teams to explore new ideas, test prototypes, and provide feedback that will directly shape the future of our product.This event represented an important step in our ongoing mission to put your insights and needs at the center of everything we build. Today, we’re excited to share some key outcomes and how your participation has made a measurable impact. Your Impact in NumbersHere are some highlights from the event:Community Commitment: Over 20 hours were dedicated by participants to prototype testing, discussions, and feedback-sharing. Contributions to Product Development: Participants rated their sense of contributing to Personio's product development at an impressive 4.56 out of 5. Excitement for the Future: The excitement for upcomin

402
Lucie B
Community Admin
J
Getting Started
johanna.simonGetting Started
 Reports
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? 

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HRJoy
Communicator
B
Getting Started
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

644
HRJoy
Communicator
HRJoy
Communicator
HRJoyCommunicator
 Other Topics
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. 

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HRJoy
Communicator
W
Getting Started
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

473
Moe
Community Admin
L
Getting Started
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

363
L
Getting Started
Moe
Community Admin
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

285
Moe
Community Admin
C
Follower
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?  

635
C
Follower
N
Getting Started
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!

321
Moe
Community Admin
R
Getting Started
Ritva EloGetting Started
 Recruiting
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?  

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Lucie B
Community Admin
A
Explorer
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

291
Moe
Community Admin
Y
Getting Started
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 

813
Moe
Community Admin
R
Getting Started
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

355
Moe
Community Admin
damayantichowdhury09
Explorer
damayantichowdhury09Explorer
 HR Strategy & Best Practices
AI - Friend not Foe?

As a writer, I’ve always held a certain bias against generative AI tools and often refused to use them for my work whether it be within academic writing, content writing or creative writing. Then a few friends, colleagues and even family members of mine pointed out that AI can be used for more than just paraphrasing, copy-pasting and most importantly, as a substitute for our jobs! This got me thinking more on the subject and after doing some research I was pleasantly surprised by the impact that AI has had with its myriad of functions. Turns out instead of using it as a shortcut, “commanding” it to provide us with information and finish work, it can be used as a useful tool to engage in smart work. In fact, I’ve heard many people call AI their omnipresent colleague. Don’t get me wrong, I am not here to promote AI. Quite the opposite actually. As I have recently discovered, to the best of my knowledge AI is in fact not out to get our jobs but can be used as a “friend” rather than a comp

12510
Moe
Community Admin
Moe
Community Admin
MoeCommunity Admin
 HR Strategy & Best Practices
People Puzzlers: What would you do in this workplace situation?

Hello and happy Monday, everyone! 😄I want to introduce you to a new content format that I will be posting in the community once per month.Introducing...People Puzzlers!For all you dazzling, talented, problem-solving People professionals out there, this series is all about tackling complex situations at work. Each month, I’ll share a hypothetical scenario with you. Some of them may even be inspired by real life scenarios (with permission, of course)! All you need to do is leave a comment and respond with how you’d approach this situation. After that, sit back, relax, and see how your fellow community members solve it. 👀Shout out to ​@nina.johansson for coming up with this awesome idea while we were chatting recently! 🤩This community is loaded with experience and know-how. I’m looking forward to seeing some of that applied to these sticky situations! Right, now that we got that out of the way, here’s this month’s People Puzzler and it’s all about Performance!Sack or Support? 🤔 An emp

13815
Moe
Community Admin
J
Explorer
JeanExplorer
 Other Topics
Why is it impossible to talk to an account manager?

Hello,I have tried several ways to talk to an account manager and no one is replying. Please get someone to answer to me. It’s crazy that it’s almost impossibe to get in touch with your account manager in no time. You need to improve your access points to your accounts managers.Thank you,Jean

413
Moe
Community Admin
Naturally Mindful
Busy Bee
Naturally MindfulBusy Bee
 HR Strategy & Best Practices
LGBT Allyship: fostering harmony and empathy

Who we are and how we work are one and the same. At least, this is true when equity and authenticity are explicit in the values  and practices of the workplace. And when I say values, I’m alluding to something more than mission statements, written policies and statutory staff training modules. The truth I’m more familiar with has been the need to mask who I am in order to comply with the social norms of the workplace thereby putting a lot of energy into avoiding encountering ignorance and discrimination at best, bullying and abuse at worst. At the same time, I have benefitted from several privileges within the same social constructs. Opportunities have come to me as a white able-bodied man educated for free during a brief political climate of social justice, new equality legislation and social policy. I continue to feel very grateful to my forebears who put their heads above the parapet to speak up for what is good and right, risking loss of personal safety, job security and the suppor

829
Angela S
Personio Employee
Ana_Cycle0
Getting Started
Ana_Cycle0Getting Started
 Reports
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 

330
Ana_Cycle0
Getting Started
C
Follower
Customer123Follower
 Time Off & Attendance
An employee booking holiday problem

Hi everyone I’ve set up an employee on a different holiday policy as she’s on varied hours through the week.  So I’ve set it up as hours.  However, although everything else looks the same as any other employee she’s getting the attached when she tried to book holiday.  It says “sorry couldn’t retrieve your data” I must have done something wrong but no idea what!  Any ideas please?

342
SabbuSchreiber
Communicator
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