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Employee Data & Documents

Here you place all your questions and discussions about Employee Data & Documents, like the sections, dashboard, employee list and document templates.

  • 313 Topics
  • 756 Replies
313 Topics
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Getting Started
SusanGetting Started
asked in Employee Data & Documents
Incorrect Start and End dates for Employees showing in Personio

Hello, I have noticed employee start and end dates appearing incorrectly in Personio. For example, if someone’s start date was set as January 01, I would see it appear as December 31. Is there any fix for this?  Best,Susan

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Community Moderator
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Explorer
AnnaCzarnikExplorer
asked in Employee Data & Documents
Transition from Internship (Ausbildung) to Full-Time Employee – Vacation & Data Handling

Hi,I have a question regarding one of our colleagues who is finishing their Ausbildung. According to our setup, they are entitled to 24 vacation days per year, and as of now, they still have 12 days remaining.We would now like to transition them to a full-time employee in Personio. My question is: Can Personio correctly calculate the vacation balance during and after the status change (taking into account remaining days from the internship period)? What is the recommended way to switch the profile from "intern/trainee" to "full-time employee"? Should I just update the existing data (e.g., position, status, contract), or is there a better approach? Will all development history remain visible after this change, or is there anything I should watch out for when doing the transition? Thanks in advance for your support!Anna

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Community Moderator
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Getting Started
Olga LysiakGetting Started
asked in Employee Data & Documents
Making Emergency Contact Information Mandatory

Hi everyone,We have many employees missing emergency contact details in their profiles, and manual follow-up is becoming time-consuming. Can we make the emergency contact field mandatory for all employees? How to handle existing employees who haven't added this information yet? We've tried manual HR reminders and checked profile settings but need a more systematic approach.Thanks for any guidance! 🙏

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Getting Started
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Follower
fmasonFollower
asked in Employee Data & Documents
Salary increase letters

I am keen to use the electronic document function for our upcoming review process.  in order to get the new salary into the letters it needs to be in the system.I want people to find out what their new salary is from their manager in a conversation not by seeing it in the system !How do people manage this, do you lock people out of Personio, whilst it happens or do you lock them out of that view for the period...is there a better way to do it??

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Follower
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Getting Started
EevaTGetting Started
asked in Employee Data & Documents
IBAN and BIC code as preset attributes – how to change for UK employees?

Hi everyone,We have employees located in both Germany and the UK, and we’ve noticed that IBAN and BIC are shown as preset attributes in Personio for entering bank details.However, in the UK, these terms are not commonly used—instead, employees expect to see account number and sort code. We're concerned this might be confusing for our UK employees, and we'd like to change the wording shown in the input fields.Unfortunately, it doesn't seem possible to customize or rename these preset attributes in Personio. What we’ve tried: Checked attribute settings but couldn’t find an option to rename or localize field names. Our question:Has anyone else faced this issue with UK-based employees?If so, how did you address this?We’d really appreciate any workarounds or strategies others have found effective.

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SabbuSchreiber
Communicator
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Getting Started
DelphineeGetting Started
asked in 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 !

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Getting Started
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Follower
stef.fFollower
asked in 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! 

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SabbuSchreiber
Communicator
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Getting Started
Lisa WillemsGetting Started
asked in 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

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Getting Started
niklas.pGetting Started
asked in 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!

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Moe
Community Admin
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Getting Started
SalewaGetting Started
asked in Employee Data & Documents
Automatic status change

At what exact time during the 1st day will the employee become active? And is this time then UTC or UTC +2 (during German summertime). We are using Personio as source for our integration towards multiple systems and want to have a view of when the profile comes live (active) and how this impacts our integrations. Systems include Leapsome and 360 Learning.

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Moe
Community Admin
berat can
Follower
berat canFollower
asked in Employee Data & Documents
Tracking Uploaded Document

Hi dear all :) Our employees are required to upload certain documents to Personio each month, including their Deutschlandticket invoices. Is there a way to track which employees have not submitted their required invoices? We're looking for either a report or a view that could be added to the employee list to monitor this.

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berat can
Follower
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Getting Started
JohanGetting Started
asked in Employee Data & Documents
Understanding automated switching from Onboarding status to Active status

When does an employee switch from being in status “Onboarding” to status “Active”?Is this based on information being input by the employee (e.g. we ask them to put in their bank information themselves into Personio).Is it based on time (2 weeks after start date they are switched)?Is this configurable?Thanks.

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Getting Started
FriederikeThies
Busy Bee
FriederikeThiesBusy Bee
asked in 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!

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Moe
Community Admin
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Follower
jwilliams79Follower
asked in Employee Data & Documents
Document Upload Titles in Onboarding Steps

Hi everyone, In the onboarding steps, we have document uploads for things such as proof of work authorisation, reference letters, bank forms, etc. The steps are currently titled in these general terms and upload to the profiles with those titles. Having gone through the bulk upload process when moving HRIS years ago, we now title everything {{first_name}} {{last_name}} document type {{date}} just to be covered (and for our records). Is it possible to include these place holders in the title of the document upload step so they seamlessly upload to the EE’s profile as such?

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SabbuSchreiber
Communicator
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Follower
EQ_CPFollower
asked in Employee Data & Documents
Table view for documents update

Dear Community,Does anyone know when the promised table view for document will be launched / is it already active in your profiles? According to Personio, it was supposed to be in April:https://support.personio.de/hc/en-us/articles/25628975141149-Improvements-Document, but we can not see it yet.If you have it, can you share some experiences with it - is the signature status for documents now visible to more roles than only the Admin role?Thanks a lot for your input and have a lovely afternoon :)Moni

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SabbuSchreiber
Communicator
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Communicator
VolvicCommunicator
asked in Employee Data & Documents
eSignature email

Hi folks, When sending a document for signing there is a notification that indicates if the person has an issue with the contents of the document they should contact esignature@personio.deHow can this be changed? This is not an active email and just results in a bounceback. Thanks  

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Follower
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Getting Started
MRothGetting Started
asked in Employee Data & Documents
Rejected working hours – comment not visible to employee?

Hi everyone,I've noticed something odd in our workflow and wanted to ask if others have experienced the same:When a manager (in our case, me and a colleague) rejects an employee's recorded working hours and adds a comment in Personio, the employee seems unable to see the comment. They only see that the time entry was rejected – but not the reason or the comment left by the manager.Additionally, it looks like the comment isn't saved anywhere visible for future reference – neither for the manager nor for the employee.Has anyone else experienced this? Is this expected behavior or is there a setting we might be missing?Thanks in advance!

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LegoMD
Communicator
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Getting Started
nopersonalinformationGetting Started
asked in Employee Data & Documents
API question: Can I retrieve future changes to employees via API?

Hi,I need to retrieve changes made for employees with an effective date in the future via API.I can’t find any information on this on the API documentation?Can someone assist me on this please?

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Getting Started
O
Getting Started
OTMEGetting Started
asked in Employee Data & Documents
ID Number in employees profile

Hi,In the list of employees there is a column called ID Can you have this Field shown in the Employees Profile 

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Communicator
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Getting Started
LizzieGetting Started
asked in Employee Data & Documents
Export an overview of all documents in Personio

I am wanting to run an audit of what documents we currently have stored on Personio, so we can identify any gaps and then upload the correct documents.I think you used to be able to run a report that gave you the employee name, and which document categories they had documents in but I can no longer see how to do this.Is it possible to glean this information in some other way, or do I have to manually go onto each individual’s profile?

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Lucie B
Community Admin
A
Follower
antonia_mucFollower
asked in Employee Data & Documents
Missing Payroll Documents in Personio Bulk Export – Any Workarounds?

Dear community,has anyone found a way to bulk-download payroll documents from Personio?I recently learned from our HR team that payroll documents are not included in the general document bulk export and need to be downloaded manually by each employee. Honestly, this seems quite outdated – especially in 2025, when automation and AI are becoming standard even for more complex tasks.

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Follower
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Follower
Circus2012Follower
asked in Employee Data & Documents
Remove from org chart

I have an employee who is serving their notice and is on payroll. However we do not want him showing on the org chart functionality as he has been announced as a leaver. How can we do this?

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People Person
Communicator
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Getting Started
glitterbiscuitGetting Started
asked in Employee Data & Documents
Is there a way to create a employee ID in Personio (ie to verify employment)?

Is there a way to create a employee ID in Personio (ie to verify employment)? 

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People Person
Communicator
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Follower
developyourskillsFollower
asked in Employee Data & Documents
Private note on candidate profile

Hi,At our company we use notes for evaluations of our employees. These are always visible for the employee as well.Is it possible to also add notes which are not visible for the employees? But only for the managers for example? 

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HRJoy
Communicator
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Explorer
AnnaCzarnikExplorer
asked in Employee Data & Documents
Access Rights for Document Creation – Employee Role

Hi Personio Community,I have a question regarding access rights in Personio. Is it possible to grant an employee (for example, an Accountant) the right to create documents or folders in the system, or is this functionality strictly limited to administrators?If anyone has experience setting this up or knows if there’s a workaround, I’d really appreciate your insights!Thanks in advance!Anna

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Communicator
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