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Employee Roles & Approvals

Place all your questions discussions and experiences about employee roles & approvals in this section.

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BenCarterBrightNetworkGetting Started

asked in Employee Roles & Approvals

How to stop time sheets being auto-approved?

Hi Personio Community! My team are using attendance tracking for timesheets for each day. I have set it up so that they input their project against each day. I have also set up the default approval step for attendance submissions to go to me (selected as a Specific Employee). However, whenever they complete a timesheet and save the entry it shows as approved rather than pending and I never receive an approval request. Any ideas on how to stop this automation and allow me to approve the submissions? Thank you!

Maria Laura AraucoPersonio Implementation Manager

posted in Employee Roles & Approvals

Best Practice - Reminders

Dear community,As a result of our last poll, we want to share with all of you some best practices for reminders! In Personio, you can set up different kinds of reminders. You can set up reminders for specific employee roles, personal reminders, or reminders linked to a specific employee. Reminders for specific Employee Roles: You can add them for all Date type attributes via the employee roles. You can choose between a Reminder (automated expiration) or a Task (no expiration).Some examples of how you can use reminders for roles are: Reminder to All Employees role > Birthday of all employees every year on that day. Reminder to HR Manager role > Probation period end date of all employees 6 weeks before Reminder to HR Manager role > Hire date of all employees 1 week before Reminder to Supervisor Role > Next absence of employees directly reporting to me 1 day before. If you select the option Task (no expiration), the reminder is displayed on the dashboard until you

CarolinaBarrabesGetting Started

asked in Employee Roles & Approvals

Is it possible to have two supervisors for the same employee?

There are times when employees require two supervisors, one for discipline and one for project, is this possible? [Translated from Spanish by the Moderator. Original Spanish Below:]¿Es posible tener dos supervisores para un mismo empleado?Hay veces que los empleados requieren tener dos supervisores, uno por disciplina y otro por proyecto, ¿Es esto posible?

lisaamorosoBusy Bee

asked in Employee Roles & Approvals

Allow managers to view pending signatures in workflow hub

As an Administrator I can see pending signature on the workflow hub. Is there a way to allow certain manager to also be able to access this so they can see who has a pending signature?

KasiaT.Getting Started

asked in Employee Roles & Approvals

Approving own absence requests

Dear Personio Team,Employees can approve a 'Paid Vacation' absence by themselves when It should be approved only by their Supervisor.Everything is setup correctly on Personio (Employee Roles + Approvals). However, still employees can approve their own requests.@Personio Admin could you please have a look at it?Thank you!Kasia

BjornExplorer

asked in Employee Roles & Approvals

Limit access IT Administrator To Employee details

Dear Personio Support Team,Would be possible to limit the access to the Employees Details by the Administrator? Is saw a question already about notes. But in my humble opnion as an IT admin I also feel I have no business in Salary information. And I think there may be more details that as an IT admin I should have no access to.The simplest way would be to duplicate the admin Role and disable functions that IT should not have access to. But I noticed that Duplicating the Role of Administrator does not copy it’s access rights.What is needed is a role that can perform all tasks but is restricted to view or edit sensitive employee details. Thank you.

Gabriella KanhaiFollower

asked in Employee Roles & Approvals

Access rights officemanager

Hi, Our office manager is always involved in on- and offboarding of employees. However, she cannot see their start date before they join or end date after they’ve left. Like she can only see the employees when they’re currently ‘active’. Is their any way to solve this without giving her access to their full personal profile? Thanks in advance!

Ragid MartisFollower

asked in Employee Roles & Approvals

Visibility Absence Calendar

Dear Personio community,I am making this post to request information regarding visibility of the Absence Calendar for employees. Below you can find the case information.Ragid is the Team manager of the Ads team. With two subteams (Amazon Ads & Google Ads) .Ragid wants to be able to see the overview of his team's absence (leave) in Personio. However, their absence is not visible to him. For some reason, he CAN see the absence of for example the Front end team, but not of his own teams.Based on the settings we have in the employee roles, Ragid can see his direct reports (Team Leads of Amazon Ads & Google Ads) but can’t see the direct reports of his Team Leads. Is there a setting we can set for Ragid to be able to see the direct reports of his team leads as well? Or do we need to make a separate role (‘Team Manager”) with exceptions (rules) for the sub teams?I hope to have informed you sufficiently, if not, do not hesitate to reply to this post.Kind regards, Ragid

asked in Employee Roles & Approvals

Role Permissions to see all open approval requests?

Hi,how do I have to set up the role permissions that someone can see all open approval requests (at least all absence requests) without them being a Admin? Thanks!

NoelleMcDaidFollower

asked in Employee Roles & Approvals

Absence Approval

Hi Personio,We have a few Absence Types that get approved By Supervisor and then approved by HR.We have an issue in that when anyone looks at the approved request it just shows the Last Approver, i.e HR?Is there anyway to view the approval history or display all the approvers? Thanks,Noelle

aaryaGetting Started

asked in Employee Roles & Approvals

Admin Access not linked to an employee

Hello, I hope this is the right place to reach out to. I am looking to revise our current admin and employee roles and have restricted, team-wise access for people within the HR and Finance Department. Is this possible?

Emma TchengCommunicator

asked in Employee Roles & Approvals

Birthday reminders - best practices

Hi,Currently, we have birthday reminders for all employees but as we have grown quite quickly within the past year our employees have asked whether or not we could filter the reminders e.g. according to team, department etc.However, some department are bigger than others and therefore it would make sense to filter the reminders further (e.g. according to teams). On the other hand, in the small departments it would make sense to have reminders for the whole department.For example, there are 7 employees in Finance so here it would be great to remind everyone of the whole departments birthdays because they are a tight knit team. But in Technology there are 44 employees, so here the birthday reminders would make sense to filter according to team.Is there anyway to customise it accordingly? I know there is the “My Reports” and “My Direct Reports” but do those work for employees who are not supervisors?Looking forward to your answer!//Emma

posted in Employee Roles & Approvals

When a line manager leaves the company, system should switch all report to the next hierarchical line manager w

When a line manager leaves the company, system should switch all reports to the next hierarchical line manager. Benefits: HR does not need to setup each report individually if line manager leaves quickly and no replacement has been defined yet, this ensures reports are not left without a valid line manager

Emma TchengCommunicator

asked in Employee Roles & Approvals

Supervisor reminders - external vs. internal employees

Hi!I was wondering if it’s possible to create different reminders for supervisors direct reports depending on the employment type. Right now, we remind our supervisors of their employees end date. For internal employees it needs to be 4 weeks before the contract ends, but for external consultants it only needs to be a week before. Is it possible to create these two different workflows?Best,Emma

joana.correiaGetting Started

asked in Employee Roles & Approvals

Employee list Columns and Filters not visible/available

Hello everyone,Stupid question, I have the same type of Personio profile as my colleague, but for some reason when I try to create a “Employ list” view with the same columns as she has, some filters are not available to me.For instance, I can add the columnof “starting date” or “hiring date” to my columns and someone with the same profile type as me can do it. What are we doing wrong?

LindaBusy Bee

asked in Employee Roles & Approvals

Access to employee profile for managers during onboarding phase

Hello everyone,Does anyone have a tip for me how I can enable supervisors to see the employee profiles of new hires reporting into them but who are still in the onboarding phase and have not yet started work with the company?Once a candidate has been hired (accepted our offer in recruiting), their documents (CV etc.) are automatically transferred into their profile and are no longer available in the recruiting section. Currently, managers and supervisors cannot access the new profiles until the hiring date. I have not found where I can enable this so am keen to get suggestions.Thanks!Regards, and enjoy your day,Linda

Dino HadzikadunicPersonio Implementation Manager

posted in Employee Roles & Approvals

Best practices reminders - share your experience!

Dear Community, Our goal is to simplify your HR processes. In order to do so we would like to learn more about your best practices regarding reminders. Which reminders do you set for which employee roles? I’m looking forward to the discussion! Kind regards from Dublin, Dino

Susanna from NostoGetting Started

asked in Employee Roles & Approvals

Reminders / Notifications in Personio

Hello,I have been investigation the reminders / notifications available in Personio. I have noticed that there’s a limited list of items you can choose reminders over. I happened to add one new attribute to the Employment information section which is now also available in the reminders list. What other sections are linked to the reminders since I’d need to create some custom reminders if possible?Also, why can’t we currently create reminders or notification about anything you choose? We have a need for this due to some of our international payroll / expense reporting softwares not having an integration possibilities with Personio. For example now all edits the employee does in employee data sections needs to have approval workflow just so the Finance team and HR team would get notified of any bank account changes made. Thanks! :)

CandelaCiordiaBusy Bee

posted in Employee Roles & Approvals

Copy of Reminder for Superadmins

We have many Reminders that we update based on updating the attribute for all employees. When some of this reminders are sent to employees, Personio send me a copy by email of each as superadmin even if I have receive my reminder as employee correctly. I never asked for this rule and there is no option for subtraction this action. When I asked Personio´s Customer Service, they recommended to be out of the rol and having an extra reminder from my profile to be advertised as employee. But this is not a solution, it is very unhelpful and manual to must duplicate the reminders for me from my profile. I think it's a bug that I get reminders from everyone when it's something that I haven't requested in the configuration. I would like to have a review of this to fix it or leave the complaint for the engineers to fix as it doesn't make much sense.

MirjamPichlerPersonio Implementation Manager

published in Employee Roles & Approvals

Employee Roles, Access Rights & Approval ProcessesImplementation steps 8 & 9

Dear Community,In this section you can discuss and ask questions about the topics Employee Roles and Access Rights (implementation step 8) and Approval Processes (implementation step 9).Assigning access rights ensures that your employees can only view or edit areas and information in Personio that they are supposed to.In addition, approval processes for attendances and absences can be defined in Personio. Also, the approval for the modification of employee data, can be obtained from selected employees.

asked in Employee Roles & Approvals

Approval of specific fields by specific people

How can only specific employees approve changes of a specific field in the employee information? I.e. field maps to Okta and gives special permissions - only the CTO can approve changes to this field.

Astrid FriisExplorer

asked in Employee Roles & Approvals

Employees: Allowing all employees to filter in entire company

Currently the filter capabilities of employees and managers are limited to their own teams.E.g. a manager is requesting the ability in the employee overview to use the supervisor filter so get an overview of his own employees. This is not possible, as he is only able to filter by his own supervisor.

janscombExplorer

asked in Employee Roles & Approvals

Multiple Potential Approval Roles

Hello, Currently you are unable to set more than one person to have the responsibility of approving absence types.If you add a second responsible party it becomes a multi-step approval process.We would like to be able to allocate a number of people, with the potential for any one of those individuals to make approvals for say time tracking, so that if one of the approvers is absent themselves this job is completed rather than held over until they return.Hope the above makes sense!

Emma TchengCommunicator

asked in Employee Roles & Approvals

What is the role of the substitute in Personio?

Hi community,When employees or managers take a longer leave of absence, what is the role of the substitute? Is that another colleague who fills with regards to work tasks or another manager?We have currently an employee who will be on sick leave for the time being. There are two employees filling in for them, one with regards to their work tasks and another one for their manager responsibilities. I have noted that this has been discussed before, but I don’t think it answers my specific question. Thanks in advance!

Emma TchengCommunicator

asked in Employee Roles & Approvals

Access employees with onboarding status

Hi,What access rights do I need to give to our IT department and supervisors so that they can see new employees before their hire dates? Our IT department uses some employee information from Personio to create new users and supervisors need to acces their reports so that the can complete their to-dos.Thanks in advance!Best,Emma

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