Employee Data & Documents

130 Topics

AndreaCommunity Admin

FAQ: Why is my employee not receiving the invitation email?F.A.Q.

Dear community,Have you ever had the situation that you are trying to send your employees the invitation email to Personio, and they are not receiving it?If you are wondering how to avoid this and what to do in case this situation comes up, please check out our troubleshooting tips:👉🏼 First off, you need to make sure that your employees’ email address has been activated by your IT Team. Otherwise, our mail provider will block the corresponding email address and the employee will not receive any email from Personio.If the employee is not receiving the email:📨 Ask the recipient/employee to check their spam folder❎ Double check if the email address is incorrect or inactiveIf none of this applies, the email address of your employee has probably already been blocked by our email provider.💡 To unblock it, go to the Find Answers section in Personio via Help > Support and Updates > Find Answers and contact our Support Team. State the email address and the URL of the employee profile

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5 months ago

KateGetting Started

asked in Employee Data & Documents

Completing Documents (employees)

HiWe want to send all our employees some Health and Safety forms to complete and save back onto Personio. These documents include ticking boxes and completing text fields, however when I’ve tested it, it only allows the employee to complete a signature. Is it possible to be able to complete more information on a document sent through Personio?Many thanksKate

2 days ago

AlexandraFollower

asked in Employee Data & Documents

Navigating from an employee's salary tab to another employee's salary tab

Hi, I would like to review every employee’s salary tab (could be the documents tab as well). Is there a way to navigate through all the salary tabs in one go and do this without having to go back to the Employee’s list, click on the employee’s name and then this employee’s salary tab?

2 days ago

BorjaSuarezGetting Started

asked in Employee Data & Documents

Bulk upload of documentation to employees

Good afternoon, I understand that this option is not yet implemented, unless you tell me otherwise. I need to send numerous documents to employees so that it is hosted in their profile > documents, and we can request the digital signature. I have tried, but I can only go one by one to accomplish this task. I don't know if anyone can help me with this issue. Best regards. The moderator translated this inquiry, see original here:Buenas tardes, Entiendo que aún no está implementada esta opción salvo que me digáis lo contrario. Necesito enviar una cantidad grande de documentos a los empleados para que se aloje en su perfil>documentos y podamos solicitar la firma digital. Lo he intentado, pero únicamente puedo ir uno a uno para conseguir esta tarea. No sé si alguno puede ayudarme con este tema. Un saludo.

3 days ago

CarolineBMExplorer

asked in Employee Data & Documents

Schedule change in the time zone of the respective office location

Hello Personio Community 🌞Background: We are using Personio for entities in different time zones.Issue: When I schedule a change in an employee profile, I can only select a date in my time zone.Request: I would like to schedule the change in the time zone which is stored in the office which is entered in the employee profile. Specific example: The change from the private to the new company email address is scheduled at midnight in the time zone GMT+1 just before the first day of work. Our IT department is sending out (not via Personio → via Okta) the credentials for setting up the computer at 11.45 pm in the time zone of the respective new hire to the email address which is stored in Personio. If the new hire is in the GMT+1 time zone, the email is sent to his/her private email account which is the goal. But i.e. for US new hires the email is already sent to the company email account to which they don’t have access and which access is explained in the email they don’t have access to.I

4 days ago

VolvicExplorer

posted in Employee Data & Documents

Job History

Hi there, We are new to the platform and are currently storing historical job information in the notes section of each employee profile as there doesn’t seem to be a way to upload historical career progression information. Is anyone else doing it differently? I’m sure there’s something I’ve not thought of! Also when an employee moves role eg is promoted, change in career path, performance issues etc how are you recording the reason for the change? I dont see how this can be done at the moment. Thank you!

4 days ago

KenntnisreichGetting Started

asked in Employee Data & Documents

Check open documents

Hello all,We have the following challenge and would be very grateful for a solution idea:Our new employees have to upload various documents in Personio at the start, and we are looking for a function/report through which we can automatically extract what is still missing for each employee. Practically a recurring reminder (for us and the employee).We are very much looking forward to your/your experience valuesBest, KerstinThe moderator translated this post. See original post here:Hallo zusammen,wir haben folgende Herausforderung und sind für eine Lösungsidee sehr dankbar:Unsere neuen Mitarbeiter müssen zum Start diverse Dokumente in Personio hochladen/hinterlegen und wir suchen eine Funktion/Bericht welcher wir automatisch entnehmen können, was bei jedem Mitarbeiter noch fehlt. Praktisch eine immer wiederkehrende Erinnerung (für uns und den Mitarbeiter) Wir freuen uns sehr auf Ihre/eure ErfahrungswerteLG Kerstin

5 days ago

j3llybeansGetting Started

asked in Employee Data & Documents

Picking up future changes in Document templates

When we annual salary increases we upload and confirm these in advance of the effective date.When i create a template and use the field {{fix_salary}} it only picks up the current salary, and i can’t find any option to select the future effective one.I would also like the document to auto insert the date it was effective from. Are either of these things possible? i’m new to Personio and am hoping i’ve just missed something!

5 days ago

AnnemiekeFollower

asked in Employee Data & Documents

Invitation email address - advice

Do you advise to invite Employees on their personal email address for their login?-> Is it possible to only have the personal email address as Login and to have a Work email to receive tasks / Performance or anything else happening in Personio?Thanks in advance!!!

9 days ago

Roslyn CarterGetting Started

asked in Employee Data & Documents

Error message when uploading files

I’m having issues uploading files against staff, keep getting the message that says we don’t accept files of this type, but its just a basic word file. Can anybody advise please.

12 days ago

DorotaDetective

posted in Employee Data & Documents

editable fields

Currently, templates used for document creation in Documents tab are not editable. Once created document and then in case of any need to update the document, it must be deleted and re-done once again and saved. In the Recruitment field we can always modify the offer and re-send it to the candidate, is it possible to transfer this feature also to Documents?

15 days ago

ArtGetting Started

asked in Employee Data & Documents

Personal account for an onboarding employee

Hello!Do I have any possibilities to create a personal account for a new onboarding employee, which doesn’t have a work email address yet (from moment of signing contract to the first work day), so that a new employee could log into his own Personio account with his private email address?Example: a new employee was interviewed and received a work contract. Until the first working day this person doesn’t have a personal work email address. I would like to give a possibility to a new employee to have its own profile with his own private email to log into. This person should be able to see all work-relating documents into his own account.Thanks!

15 days ago

bruchmExplorer

asked in Employee Data & Documents

Documents

Can I set an expity date on documents in the document folder?ie. an ISO document that needs to be renewed every 12 months is set to expire on a certain date and triggers a workflow there after (ie. a new signature request) or at least a notification.thanksMarc

17 days ago

TansiGetting Started

asked in Employee Data & Documents

Requesting signatures from multiple parties without template

Is it possible to request e-signatures from multiple parties without using a template but just by uploading the pdf into the employees profile? Thanks!

17 days ago

Aurora BGetting Started

asked in Employee Data & Documents

Re activate an ex employee

Dear all,can you help me to reactivate an old employee? or should we get a new profil after a long break(more than 1 year)?Thank youBestAurora

18 days ago

CarinaFollower

posted in Employee Data & Documents

Salary Entry during Maternity Leave

Hi, We had an employee on maternity leave and realised that the salary was reflected as EUR 0,00 instead of her usual salary. There is no change in terms of salary when being on maternity leave. Can you support on how to do the set-up correctly?Thank youCarina

19 days ago

JeanGetting Started

asked in Employee Data & Documents

Can an Employee report to 2 managers?

Can an Employee in the system report to 2 managers?

19 days ago

seaweedpeopleGetting Started

asked in Employee Data & Documents

Requesting multiple signatures

We have had multiple requests for signatures expire on Personio and was hoping to find a way to request all the expired signatures at once instead of going to each individual’s profile and requesting it one by one.

24 days ago

bailey

asked in Employee Data & Documents

Contract end dates in Events Calendar

Hi! Is there a way to add the ‘Contract ends’ attribute date to the Events Calendar. I can’t seem to find this? This is helpful when planning contract renewals, and helps mitigate and risks of team members looking for other contracts. Seeing this in calendar view would be really helpful (rather than just an email reminder).

26 days ago

JHBEMCommunicator

asked in Employee Data & Documents

How do I find employee with certain Document?

Hi Team,I’m haivng trouble finding the 3 instances where we have the BPSS Document Type in use..I have tried using the Report ‘Custom Report’ but it doesn’t allow to search Document Categories from what I have found.I want to tidy up our Categories and streamline this but for the life of me I can’t find where these 3 files under BPSS are… is there an easy way to find it or do I need to go into each employee individually?This also is another use case for having the ability to report on Documents and Documents Metadata.@Andrea Link to proposed solution found in other Document Storage solutions @marielle.van.wieringen / @Edda van der Ende / @Sanja / @barbara.werthmueller / @Vida / @CandelaCiordia / @SONIAROCA / @lisaamoroso / @woutervanlinden / @janscomb / @Pamela Sawers / @jmd / @AliceM / @SalC / @Dorota / @ClaireB / @MrsBURTON2012 If any of you have the solution - appreciate your help.

29 days ago

Colin_MEGetting Started

posted in Employee Data & Documents

Contract for new hires

Is it possible to create a contract for a candidate without the Recruiting module?I could save the contract templates under Settings→People → DocumentsBut I would like to select the template and fill in the candidate details manually and generate the contract.Please help! Colin

29 days ago

andra.enacheGetting Started

asked in Employee Data & Documents

Adding intern on Personio

How do you create a profile for an intern making sure it is differentiated from an employee? I see I can only have the two options (internal/external), and although the person will be an internal hire, I don’t want it to be counted as an employee. Many thanks!

1 month ago

JHBEMCommunicator

asked in Employee Data & Documents

Adding fields to the Documents tab?

We have documents with Expiry dates and other Meta-data we would like to add.However, I am struggling to find how I add custom fields to the Documents tab function.In this example we are using the comments field to insert ‘Expiry Date’ but for reporting purposes then we really need to be able to extract this field for reporting.

1 month ago

DorotaDetective

asked in Employee Data & Documents

adding new documents from templates

Hello I have prepared the template (saved in Personio already) that should be available for all employees from drop down list when they click “create” on Documents tab, however only admins can see and pick this template.how can I make the template available for all so then they can fill it out and save in Documents thank you

1 month ago

ClaireBGetting Started

asked in Employee Data & Documents

Documents and e signatures

I would like to create a document on which the employee will write if he consents/he doesn’t consent.Is it a way to do it in Personio?

1 month ago

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