Access employees with onboarding status

  • 21 December 2021
  • 3 replies

Userlevel 3
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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!



Solved by Marc 21 December 2021, 12:04

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3 replies

Userlevel 4
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Hi @Emma Tcheng,

to give your IT department and supervisors access to employees in the status onboarding, they need access to the profile section “HR information”.

Please note that these roles will then see all information that is stored in this section, so make sure they are allowed to see it. 

To give access to the section, navigate to your intended employee roles and enable the view for all/custom/my reports of the HR information section.
After that, the employees are able to filter for employees in the status onboarding in the employee list.

If there are any open questions, feel free to ask.

Best regards


Userlevel 2
Badge +1

Hi @Emma Tcheng,

As Marc mentioned, in order to be able to view employees with the status Onboarding, on Leave, or Inactive, besides view-all rights for the Public information section, IT and Supervisor roles will also need viewing rights for the HR information section. 

However, in case you don’t want to share sensitive data of all employees with employees added to the IT/Supervisor role, we can use Custom filters to make sure they are able to see HR information of employees in the “Onboarding” status.

In order to do that, please navigate to Settings > Employee Roles > IT/Supervisor > Access rights > Personal Data > HR information > tick view-custom > set up the filter Status - equals - Onboarding > OK > Save

In order to double-check your settings you can log in as an employee (IT/Supervisor role member) and check are you able to see the profile of the employees in status Onboarding. You can do that by simply entering the profile of the employee who is a member of the above-mentioned group(s), and clicking on the "arrow" sign at the top right. 

If you will be able to see the profile of an employee who is in the onboarding phase with the status "Onboarding" you have successfully resolved the problem.

Please let me know if this has worked for you.

I look forward to your reply.

Kind regards,


Userlevel 3
Badge +3

Hi @Dino Hadzikadunic and @Marc,

Thank you for clearing that up for me! I think we should be fine with Marc’s suggestion, but I’ll keep Dino’s suggestion in mind as well. It might be useful in the future…

However, I noticed that while employees in onboarding are not shown in the employee list or global search, they can be seen in the global calendar. Why is that and is it possible to change it? 


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