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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.

  • 301 Topics
  • 712 Replies
301 Topics
M
MRoth
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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Moe
Community Admin
N
nopersonalinformation
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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N
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 

321
N
Communicator
L
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?

4447
Lucie B
Community Admin
A
Newbie
antonia_mucNewbie
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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A
Newbie
C
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?

365
People Person
Communicator
G
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)? 

141
People Person
Communicator
D
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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H
Communicator
A
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

291
N
Communicator
P
Newbie
pareekNewbie
asked in Employee Data & Documents
Inquiry About Dynamic Attribute Key Changes

Hello,I am using the endpoint https://api.personio.de/v1/company/employees/attributes to fetch a list of all employee attributes. I noticed that some attributes, particularly those with keys like "dynamic_13844971" (e.g., for Employee ID), change over time. Below is an example of such an attribute:{  "key": "dynamic_13844971",  "label": "Employee ID",  "type": "standard",  "universal_id": null,  "options": []}My question is:Is there a specific time limit after which this dynamic key changes? Are there specific conditions that trigger the change of this key? Is there a timeline in which this dynamic key might become static, like other attributes (e.g., "first_name")? Will the dynamic attribute keys change if I switch accounts?Any insights would be appreciated!Thank you!

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P
Newbie
D
Communicator
Dennis StolzeCommunicator
asked in Employee Data & Documents
Exit survey

Hi Community,Is somebody already using exit surveys in personio? 

1404
ThoL
Personio Product Manager
B
Getting Started
berat canGetting Started
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.

290
B
Getting Started
N
Follower
Nadine Loyal-PerkFollower
asked in Employee Data & Documents
Employee with 2 roles, works in 2 different departments and has 2 managers

Hi Personio Community, We have a special case in our company. - Due to two different job roles the employee works in two different departments and has two different supervisors. How do you solve assigning multiple departments to the employee to ensure correct reporting? How do you solve that both supervisors have manager access and approval rights for the employee?Looking forward to learn from your experiences. Best, Nadine 

1512
Lucie B
Community Admin
LegoMD
Busy Bee
LegoMDBusy Bee
asked in Employee Data & Documents
Audit trail for signed document

Dear Community,Does anyone happen to know how long the audit trail for a signed document is available in the system on the overview page for electronic signatures?Many thanks for your replies :-)Bests, Lego MD

392
LegoMD
Busy Bee
M
Getting Started
MPapasGetting Started
asked in Employee Data & Documents
Problem with opening employees' profiiles

Is there anyone else experiencing an issue with loading up employees’ profiles? 

191
People Person
Communicator
S
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

392
S
Getting Started
Edda van der Ende
Communicator
Edda van der EndeCommunicator
asked in Employee Data & Documents
How to create several employee profiles with same email?

Hi,We often have people who are simultaneously signed for a Trainee position and then a permanent position. These positions have different types of onboardings which is why separate profiles are needed. But Personio doesn’t seem to allow us to create two profiles with the same email address? Tips on how to maneuver this?

856
Edda van der Ende
Communicator
B
Getting Started
BrotschneiderGetting Started
asked in Employee Data & Documents
Getting individual holiday calendars by the REST-API

We need to retrieve individual holiday calendars through our API integration, but we cannot. The only way we have found to retrieve holiday information is by using the "Get Employee by ID" endpoint. But this endpoint only provides the country and state of the public holiday calendar on which the individual holiday calendar of that person’s office is based.

1034
Christoph S.
Community Moderator
D
Getting Started
dilae35Getting Started
asked in Employee Data & Documents
Workflow for Deutschlandticket Discount

We would like to offer a 20€ discount on the Deutschlandticket for our employees. To implement this, we need a flag in the Personio profile to signal to our bookkeeping team that an employee has the Deutschlandticket and should receive the discount via their salary.I’ve created a workflow that reminds employees to upload their receipts and then notifies bookkeeping to include the discount in the pay slip. However, the email I wrote to be sent as part of this workflow was not sent properly—it only showed "Upload the document" instead of the full message I drafted.Additionally, I’d like to include a clickable link in the reminder email that directs employees straight to the document-uploading section in Personio.Could someone assist me with these issues as soon as possible?Thank you in advance!

241
Sven P.
Community Moderator
S
Getting Started
Sabine Müller-RommingerGetting Started
asked in Employee Data & Documents
Importing time recording fails - no occupation type set

Hi,We would like to import our employees into the Shiftbase time recording system via an interface. However, the import fails because no job type is supposedly set in Personio.In Personio, I cannot find a field in the employee that is called Occupation type. Does anyone have experience with this and could please help me?Best regards,SabineHi,wir möchten unsere Mitarbeiter via Schnittstelle in das Zeiterfassungssystem Shiftbase importieren. Der Import schlägt jedoch fehl, da angeblich in Personio kein Berufstyp eingestellt ist.In Personio finde ich kein Feld im Mitarbeitenden, das Berufstyp heißt. Hat hiermit jemand Erfahrung und könnte mir bitte helfen? Viele Grüße,Sabine 

334
S
Getting Started
A
Follower
AnnVFollower
asked in Employee Data & Documents
Bulk Document Import id employee witih Email address

Hi, I am trying to find the easiest way to bulk import documents to multiple employees at the same time.Email address seems to work as an identifier, but then the category part is not recognized. I have tried with one _ and three consecutive ones ___ What could be the solution to this?Not all our employees have an EmployeeID and some have multible first/last names which make the identification with names very tricky. Thanks for help!

242
Lucie B
Community Admin
D
Getting Started
dilae35Getting Started
asked in Employee Data & Documents
Deutschlandticket discount via salary

We would like to give some discount on the Deutschlandticket for our employees (20€). For this we need a way to set a flag in Personio-Profile which signals our bookkeeping, that this person has the Deutschlandticket and gets the discount via salary. For this, we will need a way for employees to upload a proof document each month into Personio and for us to set a flag in each profile. Could you help me with this?

131
Silvan
Community Moderator
S
Getting Started
SophiaChayGetting Started
asked in Employee Data & Documents
Accounting without tax ID (90 days)

I have a new employee who is currently still living in a hotel and is therefore not yet registered and does not have a tax ID. How can I account for an employee in Personio without a tax ID? 3 months are legally allowed, but the system always shows me a blockage and I can't send the approval.Thank you for your answers! Ich habe einen neuen MA, der aktuell noch im Hotel wohnt und deshalb noch nicht registriert ist und auch keine Steuer ID hat. Wie kann ich einen MA in Personio ohne Steuer ID abrechnen? gesetzlich sind ja 3 Monate erlaubt, aber das System zeigt mir immer eine Blockade an und ich kann die Freigabe nicht abschicken. Danke für eure Antworten!  

192
K
Community Moderator
L
Getting Started
l-kongGetting Started
asked in Employee Data & Documents
Have time recording signed automatically

Hello,For a funding project, we need monthly signed timesheets of the employees funded by the project. I have found 2 ways to export the timesheets per employee:(a) via timesheet export per month & employee directly into their pers. attendance area a lot of manual work generates PDFs for download (no automatic saving in the corresponding document area) each timesheet must be released individually for signing (again: a lot of manual work) (b) via Reports / Attendance Period per employee:in & tracking Period (&Project) only generates Excel/CSV files poor presentation in terms of clarity (no automatic clustering by day) → lots of manual rework here again: first download, then upload the file Conclusion:both ways still generate a lot of manual work, which is not appropriate for our company with a high degree of automation (& not up to date for 2024) In addition, solution 1 suggests that an autom. Process is implemented in the background, but cannot be adjusted The ques

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Valentina S.
Personio Employee
J
Getting Started
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!

694
A
Follower
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