Vacation Balance

  • 20 March 2024
  • 5 replies



is it possible to set up an automated quarterly reminder which is sent out to every employee with their current vacation balance and the prompt to please plan their holiday on time?


Best answer by International Support Team 22 March 2024, 09:30

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5 replies

Userlevel 6

Hey @matea.crc 

Welcome to the Personio Community, we are thrilled to see you here 🎊 🥳. I am happy to support you with your inquiry.

As mentioned in our helpcenter article on Create reminders, there are certain system attributes of which you can set up reminders for. Alternatively you can set up a reminder for a newly created date type attribute. 

Therefore while you can set up a reminder for employees to plan their vacation, the reminder will not be able to read and provide each employee with their current vacation balance. 

To set up the reminder, kindly create a date type attribute. After this has been done, you need to enter a date into the employee profiles of which you will use for the reminder (X days/weeks/ before/after this date). You can then navigate to the All Employees role, whereby you can then set up the vacation balance reminder.

If you require any further information on this, please let me know.



Hey @conor
I do have a question similar to the one from Matea but in addition, it is important for us to have proof that the reminder was not only sent, but also opened / read by the employees. Is this possible via Personio too? 
Thank you and best, 

Userlevel 6

Hi @Julia Wolf,

I have a suggestion for you that might be helpful. With our new Automations area, you can create a Custom workflow. I would recommend creating a Workflow to remind employees to check their absence balance by going to Automations > Create workflow > Start from scratch. Choose Scheduled to pick a date and frequency for the notification. Click Add and then pick Assign a task. Here, you can choose a person or role to receive this task and you can add your own message. In this way, you can assign a task to a group of employees on a chosen date to check and confirm their absence balance.

For further information, please see our Help Center article: The Automations area

Thank you for your question and let me know in case you have further queries. 😀



Hi @Steve

Thanks a lot for the quick response! I am aware of this process, but as far as I understand, it is not possible to check if an employee actually read/opened the reminder sent through this workflow or am I wrong and it’s possible to receive this information (a report about reminders opened by employees)? If it is, how is it done? :) 

Thank you & best, 


Userlevel 6

Hi @Julia Wolf,

That is a good point! When creating the Workflow, instead of choosing Assign a task, you can select Request confirmation. This way, you can choose to receive a notification once the employee completes the task. 

Feel free to test it out and let me know if it works for you. 😀



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