Employee Roles & Approvals

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

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

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

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?

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

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

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! :)  

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.

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

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.

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!

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!

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 

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.  

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?

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   

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!

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. 

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