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Employee Roles & Approvals

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MirjamPichlerCommunity Admin

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.

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

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 TchengExplorer

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 TchengExplorer

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

AnaMilunovicGetting Started

asked in Employee Roles & Approvals

Attendance for Freelancers

Hi, I would like to see how to implement attendance approval for the freelancers. The thing is that we do not add supervisors to the freelancers, as we were advice not to add them to the freelancers. Plus if we do assign supervisor, than they would appear in our organisational structure as well. Therefore I would need help how to make approval process for the attendance for the freelancers, but not assign them supervisor. Thanks,Ana

BjornFollower

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.

TrapeziumFollower

asked in Employee Roles & Approvals

Employee view - How to check how other roles see Personio

As admin role most information available in Personio is available to see when I am using my account. How can I check what other roles have visible in their Personio page and what they see for example in other employees personal info pages? It would be important to understand what basic employee roles (and managers and other roles) have visible in Personio in order to support them and to ensure that not too much information is visible to colleagues.Using “log in as this employee” doesn’t seem right way to do it as we don’t have test/ dummy user profiles in our system. It seems that we are unable to create dummy users without them influencing our licence employee amount, which would be a nice feature to have as the test user profiles could be used to internally show Personio features without risking sharing personal information of any actual employees.

PRTGetting Started

asked in Employee Roles & Approvals

ADMIN. ACCESS TO EMPLOYEES NOTES

Dear Personio Support Team,Would be possible to limit the access to the Employees Notes by the Administrator? In my opinion this function should be private for each employee.Thank you.

Tommy AGetting Started

asked in Employee Roles & Approvals

Create User Login permission

Need to give several HR team members ability to create login for new employees. I have created a new role which is not an ADMIN, but has access to many objects, including the “EDIT” rights for adding new employees.For some reason this person can add new employees and create login then (by ticking the “Create Personio login and send invitation email” box), but cannot do so later.We like to create the user and add information before giving them access. Hence we do the configuration first then send invite. This HR user even sees this link to create, but then receives the subsequent message: Where is this permission defined in the employee roles area?

LauraglendonPersonio Implementation Manager

posted in Employee Roles & Approvals

Best Practice l Birthday Reminders Visibility

Dear community, Do some of your employees cringe at the thoughts of their colleagues being reminded of their birthday, while others love it? Personally, I love it, but here’s what you can do in your Personio account to cater for both! Create a new Attribute Go to Settings > Employee Information. Choose a section of your choice (e.g Personal Info, if All employees have the ‘View’ - ‘Own ‘and ‘All’ access right) and click on Add Attribute. Choose the ‘List of options’ attribute type with Yes/No options for your employees to answer. Here’s an example below; Ensure that the ‘Birthday’ date attribute is in a section which All employees have the ‘View’ - ‘Own ‘and ‘All’ access right in Employee Roles settings. You can update this attribute to only show the Date and Month; Create Access Rule Go to Settings > Employee Roles > All Employees > Calendar Click on the Birthdays drop-down field and select Custom > Edit Custom Rules. Set this new a

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!

KatriinaCommunicator

asked in Employee Roles & Approvals

Delegation from manager to another person

Hi Community, I have a question relating to delegation/substitution. First of all, does delegation mean that it shows people that while I am gone this person x will take care of my responsibilities?It seems that you cannot delegate your managerial role to someone else? I noticed that we have one leader who is on a longer leaver (several months) and noticed that this person’s whole organization has now disappeared from the org chart as the leader is on a leave. So there is no possibility to add a substitute for the time being who would “inherit” all the team members as well and be able to do the same things as a manager would. Or is it so that you need to do the special approval rule for them to be able to accept absences. So basically you need to change a manager for the time being? Kind regards,Katriina

Maria Laura AraucoCommunity Admin

posted in Employee Roles & Approvals

Best practices Personio calendar - 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 calendar access. Which access rights to the global caldendar do you grant the role All Employees? I’m looking forward to the discussion. Kind regards from Madrid, Maria Laura

Thibaut from SwileFollower

asked in Employee Roles & Approvals

How to delegate absence management?

Hello community,I want to know how a manager can delegate absence approval in ones’ team (to one’s own manager or another person) when s/he is on leave (holidays or other reason)?Thanks for your help!

mariecharuitFollower

asked in Employee Roles & Approvals

Can we activate Google Authentication for future employees with their private email address?

Hi there, I may have question/suggestion related to this topic: Like Amei, we create employee profiles with their personal email addresses at first stage, so they can log in, fill in their information and easily share document with us, before onboarding date. → If I invite employees with their personal email address, it means I can’t enable google authentification for other employees. As these future employees don’t have a google professional address yet, they can’t log in. Am I correct? I’ve never activated the Google authentification because of that, but maybe I’m wrong? Thanks a lot for your help.

Maria Laura AraucoCommunity Admin

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

Jordan_McCulloughCommunicator

asked in Employee Roles & Approvals

Reminders

Hi Community,Was wondering if anyone knew how I could set up a monthly and weekly reminder to all employees to complete a task? Currently there is only Yearly reminder on the Add reminder tab in Employee roles. Is there a work around or can Weekly reminder and Monthly reminder be added? Thanks J

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