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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.

  • 311 Topics
  • 748 Replies
311 Topics
J
Follower
JulesFollower
asked in Employee Data & Documents
Erasing departments - Consequences for the historical data

Hi! I have a question regarding this.  What happens when I delete a Department? In my experience, it’s erased from the Reports, which can be a pain in order to have historic data… Am I doing something wrong? Have anyone faced/solved this problem?

615
Andrea
Former Personio Employee
V
Getting Started
VaidaGetting Started
asked in Employee Data & Documents
Move all documents from same category

Hi,is is possible to move all documents for all employees at once from i.e category NDA to category Working contracts?If we were saving documents under separate category NDA and now we would like to delete this category, is there a way not to do it to every employee separately? ThanksVaida

362
conor
Personio Product Manager
W
Explorer
WillemExplorer
asked in Employee Data & Documents
Change document categories

Hi all! Is there a way to assign a document to a different category if it has been allocated to the wrong category erroneously? If so, how? If not, it would be so cool to be able to switch it the way you can switch categories for candidates in the recruiting module. Many thanks,Willem

1524
conor
Personio Product Manager
B
Getting Started
BuzzuliniGetting Started
asked in Employee Data & Documents
How can I delete a document I mistakenly uploaded?

Hello all,Inside my profile, I had to upload a medical certificate, but uploaded the wrong file. How can I delete it? I cannot find any option for that.Thank you :)

12723
conor
Personio Product Manager
kakiyau
Getting Started
kakiyauGetting Started
asked in Employee Data & Documents
How to find the document in a specific document category?

HI there, So we are creating new categories for documents and I have moved all documents from an old category to a new one except it shows there is still “1” in that old category but I have checked each of the employee’s profile multiple times and can’t find that particular document…. Is there a way to find that one so we can delete the old one? It seems very counterproductive to have to go through each profile for this...Thank you!

963
conor
Personio Product Manager
C
Follower
CarinaFollower
asked in Employee Data & Documents
Create Document without option to delete?

Hi, I hope someone can help me with this question. An employee need to create him/herself a document in a respective document section. As far as I can see the employee is then also able to later delete this document him/herself. Is there a way to create document sections or templates that it is possible for everyone to create a document, but not delete it? Thank you for your supportCarina

182
Andrea
Former Personio Employee
B
Getting Started
boneillGetting Started
posted in Employee Data & Documents
Difficulties with the E-Signature functionality

We are currently setting up Personio and one area which is causing difficulty is the e-signature functionality which does not meet our requirements for a signature. I am wondering if anybody else has this difficulty and if so, how they are working around it. 

955
B
Getting Started
L
Getting Started
Laser BGetting Started
asked in Employee Data & Documents
Employee Ability To Update Information in their profiles

Are employees allowed to update their information in the system? For example, can an employee update their home address, birthdate, bank information, etc? If so, how do they update this information? 

1423
Andrea
Former Personio Employee
D
Detective
DorotaDetective
asked in Employee Data & Documents
Employment contract for existing employees

Hellois it possible to create employment contracts (from uploaded template in Settings) in bulk for existing employees and then request all to sign the file ? it seems now it's only manual work

802
Andrea
Former Personio Employee
C
Follower
CarinaFollower
asked in Employee Data & Documents
Create new document category with lock function

Is there a way to create new document category with lock function that only HR can see them? I can create new document categories, such as Maternity / Parental Leave and ID; WorkPermit, but the templates stored in those categories are visible to the whole organization. Can this get changed?   

713
Andrea
Former Personio Employee
H
Getting Started
hmustonenGetting Started
asked in Employee Data & Documents
How to edit the list of termination types

Hi community!How can that list below (mentioned with red) edited?There’s some unnecessary options and some needed are missing, and can’t find any instructions for it.  Thanks for your help in advance! :)

2562
H
Getting Started
C
Getting Started
CuriousUser99Getting Started
asked in Employee Data & Documents
Employer deleting Approved sick leave

Hi everyone, Does personio store audit logs or anything in this scenario? Scenario - I applied for sick leave of 3 days. The employer approves it. I received the confirmation email of approval. After this, the employer decides to delete the sick leaves on personio. I don’t see the approved leaves anymore in my personio calendar. Employer can then say that I did not notify them of any leaves and was off for 3 days. And then take some unfair actions again me. (They can also remove my access to emails so I don’t have any proofs in case of legal actions)I am really concerned if un-deletable logs are maintained on Personio for such scenarios. 

1332
Andrea
Former Personio Employee
L
Communicator
lisaamorosoCommunicator
asked in Employee Data & Documents
document upload error

Hi, does anyone else get an error message when uploading certain documents? I have checked the documents several times and the fields are correct. I’ve tried re-formatting, changing font etc...I cannot figure it out….

5082
Daniele
Community Admin
H
Getting Started
hmustonenGetting Started
asked in Employee Data & Documents
Changing the max weekly hours setup

Hi community!How can I change the weekly hours (Personal info > HR information > Weekly hours) maximum setup (marked with red in attached picture)? I’ve read everything regarding this subject and haven’t found a clear solution for this. Thanks for your help!BR,Hanna

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Andrea
Former Personio Employee
E
Busy Bee
emmy.wolterinkBusy Bee
posted in Employee Data & Documents
Creating documents in bulk

I wish to multi generate document templates. For example if you have one letter which needs to be send to the whole company. Now you have to generate each document individually instead of the option to generate it all at once.

2483
Andrea
Former Personio Employee
C
Getting Started
CsillaGetting Started
asked in Employee Data & Documents
Invitation Email is not being received by an employee

Hi Andrea, Thank you very much for your reply. There is another issue I would like to ask your opinion about. If you know the answer, your help would be appreciated. We created a new profile for joiner and sent the Invitation mail to new employee but he never received it. We deleted his profile, re-created it and after that we re-sent him the invitation mail by clicking on re-send invitation mail in ‘Manage account’ menu option. Even that did not help and we do not have any other ideas, so in case you know another way to solve this problem, that would be very much appreciated.

781
Andrea
Former Personio Employee
Andrea
Former Personio Employee
AndreaFormer Community Admin
published in Employee Data & Documents
FAQ: Why can't I log in to my Personio account?

Are you trying to log in to your Personio account, but are not able to do so?We are happy to share some possible solutions with you!📩 Receiving an invitation Email: ❌ “The username or password that you entered was not correct":  📪 I did not receive the password reset email:  🔐 You have not received the security token:  ⛔️ The security token doesn’t work: 🙅🏽‍♀️ My account has been blocked: 🔧 "Something went wrong...": 📩 Receiving an invitation Email:Before you can log into your account, your Personio Administrator needs to trigger an invitation email that grants you access to Personio. Please contact your admin if you have not received this email. ❌ “The username or password that you entered was not correct": If you see this message, there are two options:The password you entered does not correspond with the password that is stored for your Personio account. If you don't remember it, click Forgot your password? We will then email you with instructions on how to reset your passwor

7200
Andrea
Former Personio Employee
M
Follower
Mirjam SettlyFollower
asked in Employee Data & Documents
Employee Data import - Supervisor error

Hi there,I’ve been attempting to do our employee data import as part of our implementation. I keep running into the error ‘Supervisor is not in the system.’ whilst that exact supervisor is also in the upload document. Does this mean that I first need to upload all supervisors, before I upload the rest of the employees? I solved part of it by adding the department head manually, but now I run into the same error for the downstream supervisors and this seems to be very time consuming. I hope you have a solution for this! :) 

974
Andrea
Former Personio Employee
Andrea
Former Personio Employee
AndreaFormer Community Admin
published in Employee Data & Documents
FAQ: Why is my employee not receiving the invitation email?

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

4790
Andrea
Former Personio Employee
M
Getting Started
MarcelMueGetting Started
asked in Employee Data & Documents
Repeat blocks of fields in employee data

I basically have a usecase where each employee can have multiple certifications which expire at different dates.How can this be represented in the employee data? Example of what I would want to do- Certification [Multi select]    - Completed [Date]    - Expires [Date]- Certification [Multi select]    - Completed [Date]    - Expires [Date]…The problem is, that each of these would all need to be different fields in the employee data. Statically repeating the block over and over in employee data is pretty messy and is confusing for employees.Is there a different feature I can use for this purpose? The biggest issue is, that I need to retrieve the data through the API. 

353
Andrea
Former Personio Employee
F
Communicator
ffxbauer
asked in Employee Data & Documents
Customize Payroll Tabs

Hi, I know that I can select the all the attributes (and order) that shows up the the 'Personal info' tab of the payroll exports. However, I would really like to also customize the information that is shown in the Salary and Absence tabs to allow easy import into our payroll software… Is there a way to achieve this? 

772
F
Communicator
S
Explorer
suminairExplorer
asked in Employee Data & Documents
Hiding data

Hi ,Is it possible for the “supervisor” role to not be able to see some of the sections such as payroll/bank details etc  but have access to the other parts of information for their direct reports ?Thanks  

726
S
Explorer
K
Getting Started
Kate.wilkinsonGetting Started
asked in Employee Data & Documents
Passports: Country of issue, issue?

Hi all, Quick thing (I hope) but hopefully not just me. I’m trying to get all our team using Personio and having full profiles of details, including Passport information. I’m encountering some trouble with the country of issue that there are multiple people from our organisation from the same country but Personio will only allow one company passport to be issued by e.g. “United Kingdom”.  Is this normal and any advice?ThanksKate 

452
K
Getting Started
Linda
Communicator
LindaCommunicator
asked in Employee Data & Documents
List of employees overtime balances (total balance)

HI there, I am looking for help in pulling a list of employees overtime balances (their total balance, not just what they accrued during the current month) and have not been successful in generating this.Does anyone have a tip for me?Thanks!Linda

1161
Andrea
Former Personio Employee
S
Getting Started
sebastian-komonGetting Started
asked in Employee Data & Documents
Payroll upload by external labour agency

 I want to instruct our external labour agency to upload the payroll of each employee individually to Personio every month. Which are the steps they should follow for that? Do we need to set anything up?

551
Andrea
Former Personio Employee
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