Time Off & Attendance

Hi All, We are looking to use Personio to log individuals working from days so we know if people are in the office or at home. I have recently created the working from home absence type so we can import everyone working from home days into everyone’s calendars. The problem I am having is that when I try and import, I cant find any options where I can do bulk import for a reaccuring day. If this is not possible, are there any other ways of showing working from home in Personio? Can anyone help? Thank you,Leah  

Hi Personio Community! We're a growing company (~250 employees) and we're currently restructuring how we handle time-off approval workflows. As we've scaled, our current setup has become a bit messy, and I'd love to hear how others have approached this.Our challenge:Some employees report to a team lead AND a project manager, and we're unsure who should be the approver.We want managers to see their team's absence calendar before approving, to avoid too many overlapping absences.For longer absences (5+ days), we'd like to add a second-level approval (e.g., department head).My questions: How have you set up multi-level approval flows in Personio? Any tips or pitfalls? Do you use any custom rules to differentiate approval steps based on the length of absence?How do you handle approval for employees with dual reporting lines? Are there any integrations or workarounds you've found helpful alon

Hi all,We are currently setting up a new annual leave policy in Personio and I’m wondering if anyone else has a similar vacation set up and have managed to get that working in Personio. Some background on our set up; Vacation year; 1st of April - 31st of March. Vacation allowance: 30 days per year. You start accruing vacation days on the day you join and these become available for you to use on the following April 1st. Since you are entitled to 30 days of vacation the days you use before you have accrued them or before the accrued days are available to you are considered “advance vacation” which we register has a debt you have towards the company and you get no extra vacation pay during those days, just your normal salary (i.e. handled differently in payroll). When the new vacation year starts you get your accrued days, and the difference between your allowance of 30 days and your accrued days are filled up with the right to take advance vacation days.  

Dear Personio Tech Support,I have been trying to import attendance data for two days, and while the import works correctly for “work” and “break” entries - including parent projects - sub‑projects are not imported at all. There is no error during the mapping step, but after the import, all project fields remain empty whenever a sub‑project is involved.Goal / ContextUntil March, we use our own Excel timesheet templates. From April 1st we will switch fully to Personio time tracking. For reporting purposes, we want to import all attendance data for January - March 2026 for all employees. We built a Python script to populate your attendance v2 import template. The test import (January 2026 for one employee) worked except for entries containing sub‑projects.Observed behaviorWork and break entries are imported correctly, including parent projects (when no sub-project is involved).

Hi all, We’re processing all our absences through Personio (sick days, vacations, public holidays, etc.). So we’ve tried working with subscribing everyone to the absence calendars, so everyone can see all absences in their Google Calendar.Besides the normal requested absences and public holidays, our entire company is 3 days off every year, on days decides at the beginning of the year by management. We’d like to include those 3 days into the subsription-calendar. So I made a custom Public Holiday Calendar with the regular public holidays and added those 3 days. Now our employees won’t request those days off anymore, because they can see that the office is closed and everyone’s free.However, we’re only able to add the Public Holidays that are made by Personio itself and absences that can be requested to the subsription-calendar. But we want to add the custom Public Holidays to the subscription, but Personio doesn’t give that option.Has anyone had th

I had to delete some leave for a colleague who was changing the dates and leave type requested. I deleted the original leave but now when I try to enter the new leave I am getting a message telling me that there is a conflict in the dates. The dates I am selecting are showing no leave requested/approved, but the system is still noting a conflict. I left it over the weekend in case the system needed some catch up time after the original leave being deleted, but still having the same issues. Also worth noting that I entered the original leave myself, it was not entered via a request from the employee. Any advice?

I’ve assigned the Personio generated United Kingdom public holiday calendar and a custom calendar but the May Bank holidays are not appearing when you go into the time off tab.  How do I get this to show up in the time off tab?

Hi all,I'm struggling to set up a half-year policy. For a specific absence we grant 2 days semiannually, which means that if someone doesn't use these 2 days during first half of the year, these time off days should expire and employees should get another 2 days which they could use until the end of the year. The only setting I see is the yearly one, not the semi-annual one. Does anyone know how I can set this up?Thanks!

Dear Personio Community,I’m facing a question regarding vacation accrual after an employee has left the company.I checked the vacation balance for an employee, and until 22 December 2025 everything looks correct, the balance shows 13.5 days, which aligns with our calculations.However, after 22 December 2025, Personio automatically grants new vacation days according to the time-off policy, even though the employee has already left the company and should no longer accrue any entitlement.In this specific case, I manually adjusted the balance for this employee, but I would like to understand: Why does Personio continue assigning new vacation entitlement after the end of employment? Is there a setting related to end date, policy assignment, or entitlement period that we should review to prevent this from happen

Dear Personio Community, I am having the problem with attendance visibility for working students. A working student who has recorded/ registered his paid vacation. But it’s not shown correctly in the timesheet. Do you know how we can make the hourly shown correctly for paid vacation day? If not, HR team will need to enter it manually by the end of the month.  Thank you so much for your support! Have a nice day!

Hi, I noticed a change in Personio when it comes to “planned vacation days”. Before, the remaining balance showed the actual amount of working days left. Now it has changed. See image below.This has been confusing to employees as for them it looks like this:Employees are used to having the exact amount vacation days left on their page. In the case above, the employee thinks they have 6 days left when they actually only have 1.Does anyone know if there is a setting I can adjust myself so that all the approved vacations in the future are deducted from the amount? This is the way it was before.Thank you!I will also tag ​@Moe for additi

Hi everyone,I hope you’re doing well.I have a question regarding the time-tracking approval workflow in Personio.I am a Superuser, and I noticed that my own working hours do not go through the approval workflow — they are automatically approved without any validation step.For all other employees, the workflow works correctly and hours must be approved by their supervisor.However, as a Superuser, my entries skip the approval step entirely.My question is:Is there a way to configure Personio so that my own time entries also follow the approval workflow and must be approved by my supervisor, without removing my Superuser role?Thank you very much and have a nice day. :)Karbi

New to the community and tool- we are preparing for the full roll out and from a user perspective, after meeting the role requirements (hours allotted and days working per week), I continued to receive this error after clicking submit. None of the buttons were grayed out and I was able to select the submit button but this failed message persisted. Has anyone else received this issue? 

Hey Community, We need your support. Currently, we have to repeatedly generate a report so that our employees can see how many overtime hours they have put into a project. Why is it not possible in the personal overtime view to filter by projects or comments?The details in the view are always empty, even though we always enter a project and a comment. We hope there is a workaround. Thank you so much!

Hello everyone,I need your help: For several days now, the absence calendar has not been displaying completely on my (administrator) dashboard. I can view all events, but only for “department” or “immediate environment.”Previously, I could see the absences for the entire company in the dashboard without having to go to the “team calendar.” Does anyone have a solution?Thanks in advance,Tülin

Hi ,In Settings → Time Off → Time Off Types → Time Off Policies, I can see the number of assigned employees, but I cannot find an option to view which employees are specifically assigned to a given policy, nor to remove someone directly from that view.Is there a way to: List all employees assigned to a specific time-off policy, and Unassign/remove an employee from that policy without going into each individual profile? Thank you in advance!Anna

Hi,We’d like to set up a workflow which notifies the manager that they need to ask their employee for a doctors notice when the employees sick leave have exceeded 7 consecutive days. The issues we are having is that when people add sick leave for monday-friday and not over the weekends, it does not register as consecutive days even when the sickleave continues for weeks. We currently have set up a workflow for “consecutive time off exceeds a limit working days only (sick days only)” but is has not been working. Should we instead use the one that is not working days only? How have you set up working workflows that notifies you when consecutive working days exceeds a limit?Best,Josefin

I wonder if you can help me to find a solution to an issue we are having with staff being able to request holiday over their allocated entitlement.example last year we have someone take 3.5 days more than the absence setting should allow, they were allocated 15 days and were able to take 18.5. Is there a box I’m not ticking or is this a serious fail in the system?Is our only fail safe the line manager (approver) surely it should flag to say you don’t have allowance for this or atleast tell the manager they dont. Please help

Hi community!We recently opened a legal entity in Brazil, and as a result, we’ll need to adjust some policies, including the time off policy. Legally, employees are entitled to 30 days of vacation, which renews after one year of employment and continues accordingly. Our Brazilian entity was officially established on May 14th, 2025, so we’d like all employees to have 30 days of time off to use by May 13th, 2026. A few questions:Is it possible to set up the policy so that it renews based on each employee’s hiring date instead of the calendar year? If so, how can we assign this policy to all employees? Does it need to be done manually? Would we need to terminate and rehire everyone as of May 14, 2025, for the vacation period to align correctly?Thank you!Filipa

Hallo zusammen, gibt es die Möglichkeit den Mitarbeitern zwei Abwesenheit “bezahlter Urlaub” zuzuordnen. Eine Abwesenheit bei der Mann eine Vertretung angeben muss, und eine Abwesenheit für nur einen Tag Urlaub. Würde beides dann vom gleichen Kontostand abgehen?  Wir haben bei uns im Unternehmen das Problem, dass wir erst eine Vertretung angeben müssen ab dem 2. Tag Urlaub und ich möchte eigentlich angeben, dass es verpflichtend ist eine Vertretung anzugeben und ich finde keine praktikable Lösung für dieses Problem. Gibt es also eine Lösung dafür, dass man bei einem Tag Urlaub keine Vertretung angeben muss und ab dem 2. Tag muss ich eine Vertretung angeben?  Vielen Dank für eure Antworten!

Hi,We have several absence types in hours (parental leave, sick leave and Care of sick child). When extracting the payroll file Parental leave and Care of sick child does not show up in the file as absences. This means we need to look through all employee’s time off before handling payroll. First of all, is there a way to make these show up in the payroll file?Secondy, why does sick leave in hours show up in the payroll file and not the others? This is really important for us to handle payroll correctly so some insight in how to handle it would be greatly appriciated!  Best,Josefin

The title sums it up quite well. If employee makes paid vacation request, but for one reason or another I have to reject the request, I want to add an comment why was it rejected. Is it possible to do? If yes→ let me knowIf No→ Why and will Personio look into that :) 

I would love to know if there is the option for an employee to request several days of remote work at once. For example if an employee works every Wednesday from home, that he can request this for a whole month or specific period of time?

Hi all, We are experiencing some difficulties with lacking the option to limit time off requests. Now our employees can request time off even though they have exceeded their limit. If the supervisor/approver doesn’t look at the employee’s balance before approving, they can get more time off than they are entitled to. I saw that this question was raised 2 years ago and that there back then was no option to “block” them from taking more time of, or that the days that exceed the limit are automatically entered as unpaid time off. Is there an update to this? Or a good workaround?  Best, Josefin 

Hello,We wish to implement tenure tenure based increase of vacation entitlement and cap it at 27 days of leave in France. (initial entitlement is 25 vacation days). The screenshot shows how I set it up. Will this allow the increase to stop at 27 days?Best, Nadine