Employee Roles & Approvals

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

  • 27 Topics
  • 83 Replies

27 Topics

C
Follower
CamiFollower
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

5
Andrea
Community Admin
5 days ago
E
Communicator
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

6
E
Communicator
28 days ago
J
Getting Started
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?

3
Andrea
Community Admin
1 month ago
Linda
Busy Bee
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

3
Andrea
Community Admin
1 month ago
E
Communicator
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

3
Andrea
Community Admin
2 months ago
Dino Hadzikadunic
Personio Implementation Manager
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

3
Andrea
Community Admin
2 months ago
S
Getting Started
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! :)  

2
Andrea
Community Admin
2 months ago
CandelaCiordia
Busy Bee
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.

10
Andrea
Community Admin
3 months ago
MirjamPichler
Personio Implementation Manager
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.

1952
Marc
Community Admin
6 months ago
F
Explorer
ffxbauer
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. 

1
Marc
Community Admin
6 months ago
A
Explorer
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.

2
Marc
Community Admin
8 months ago
J
Explorer
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!

2
J
Explorer
8 months ago
E
Communicator
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!

1
Marc
Community Admin
10 months ago
E
Communicator
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 

3
E
Communicator
10 months ago
A
Getting Started
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 

1
Marc
Community Admin
11 months ago
B
Explorer
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.

5
Daniele
Community Admin
1 year ago
T
Follower
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.  

3
Lena
Community Admin
1 year ago
P
Getting Started
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.

1
Maria Laura Arauco
Personio Implementation Manager
1 year ago
T
Getting Started
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?

2
T
Getting Started
1 year ago
Lauraglendon
Personio Implementation Manager
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

1
Lauraglendon
Personio Implementation Manager
1 year ago
B
Getting Started
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!

4
B
Getting Started
1 year ago
Katriina
Communicator
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   

8
Katriina
Communicator
1 year ago
Maria Laura Arauco
Personio Implementation Manager
Maria Laura AraucoPersonio Implementation Manager
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

0
Maria Laura Arauco
Personio Implementation Manager
1 year ago
Thibaut from Swile
Follower
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!

4
Selina
Community Admin
1 year ago
M
Follower
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. 

5
Daniele
Community Admin
1 year ago
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