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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.

  • 294 Topics
  • 691 Replies
294 Topics
S
Getting Started
seaweedpeopleGetting Started
asked in Employee Data & Documents
Can inactive employees still download their documents?

Hi!  I was hoping to find out if inactive employees are able to download documents from Personio?

841
Annlisa
Community Moderator
T
Getting Started
tanjaGetting Started
asked in Employee Data & Documents
Can I hide employees in the Org Chart

What do I do with employees that remain on the payroll, but are not working with us? How do I hide them in the Org Chart?

2301
ConorCunningham
Personio Employee
S
Getting Started
seaweedpeopleGetting Started
asked in Employee Data & Documents
Do inactive employees affect employee limit on Personio?

We have recently switched to using Personio as our HR system and wanted to upload previous/inactive employees onto the system. However, when I try to add a new employee an error message pops up saying that we have reached our user limit. If we could get an answer to these 2 questions, that would be great!Are inactive employees counted towards the employee number limit? Is there a way to upload previous/inactive employee information onto Personio?

1521
ConorCunningham
Personio Employee
A
Follower
Agne IgnotieneFollower
asked in Employee Data & Documents
Setting fixed signing person in the document signing flow

Does anyone know if there is a way how to set up a signer in the document that is fixed and you do not need to choose a person from a dropdown list once asking for signature?  We want to use a template for salary change contract annex. It needs to be always signed by the same person on company behalf. Is there a way to set a signing placeholder for a person who is always the same?

391
ConorCunningham
Personio Employee
J
Getting Started
JenniferMcPGetting Started
asked in Employee Data & Documents
Change expiry date on Documents

Hello,We have a number of documents and certifications for each employee with Expiration dates. How can I change the expiration date on these documents? Example: We have security checks on our team, and currently the expiration dates are set to 6 years after the original date of clearance was set. I would like to change the expiration to 3 years expiration rather than the current 6 years.  Thank you!

554
J
Getting Started
C
Busy Bee
CarolineBMBusy Bee
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

1265
ConorCunningham
Personio Employee
C
Getting Started
coralie.durigonGetting Started
asked in Employee Data & Documents
Offboarding template not accessible

Hi, I onboarded an employee but not for my geography.This employee was related to the UK, and worked only for France.So I set up him on Personio and added him to the cost center UK.UK doesn’t use Personio to manage their employee.Unfortunately, the employee left the company, UK managed his exit but I have to update Personio and the issue is I don’t have the access to do it.I don’t have the 3 dots > Terminate employment access, I guess it is because he is related to UK.How can I manage it, knowing that UK can’t help as they don’t use Personio. Thanks,

71
ConorCunningham
Personio Employee
K
Getting Started
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 

1174
ConorCunningham
Personio Employee
A
Follower
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?

161
LisaK
Personio Employee
B
Getting Started
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.  

2772
Andrea
V
Communicator
VolvicCommunicator
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!

534
V
Communicator
K
Getting Started
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 

362
Andrea
A
Follower
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!!!

301
D
Detective
R
Getting Started
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. 

1272
R
Getting Started
D
Detective
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?  

991
SalC
Busy Bee
B
Detective
bruchmDetective
asked in Employee Data & Documents
Expiry date for 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

631
ConorCunningham
Personio Employee
T
Getting Started
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!

471
ConorCunningham
Personio Employee
A
Getting Started
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 

3497
JHBEM
Communicator
J
Explorer
JeanExplorer
asked in Employee Data & Documents
Can an Employee report to 2 managers?

Can an Employee in the system report to 2 managers?

522
J
Explorer
S
Getting Started
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.

591
Andrea
B
Getting Started
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).

471
mruscito
Community Moderator
JHBEM
Communicator
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.

873
JHBEM
Communicator
A
Explorer
andra.enacheExplorer
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!

934
JHBEM
Communicator
JHBEM
Communicator
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. 

10012
J
Busy Bee
D
Detective
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

714
D
Detective
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