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Employee Data & Documents

Here you place all your questions and discussions about Employee Data & Documents, like the sections, dashboard, employee list and document templates.

289 Topics
677 Replies

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289 Topics

asked in Employee Data & Documents

Getting individual holiday calendars by the REST-API

We need to retrieve individual holiday calendars through our API integration, but we cannot. The only way we have found to retrieve holiday information is by using the "Get Employee by ID" endpoint. But this endpoint only provides the country and state of the public holiday calendar on which the individual holiday calendar of that person’s office is based.

10 hours ago

Edda van der EndeCommunicator

asked in Employee Data & Documents

How to create several employee profiles with same email?

Hi,We often have people who are simultaneously signed for a Trainee position and then a permanent position. These positions have different types of onboardings which is why separate profiles are needed. But Personio doesn’t seem to allow us to create two profiles with the same email address? Tips on how to maneuver this?

121

3 days ago

dilae35Getting Started

asked in Employee Data & Documents

Workflow for Deutschlandticket Discount

We would like to offer a 20€ discount on the Deutschlandticket for our employees. To implement this, we need a flag in the Personio profile to signal to our bookkeeping team that an employee has the Deutschlandticket and should receive the discount via their salary.I’ve created a workflow that reminds employees to upload their receipts and then notifies bookkeeping to include the discount in the pay slip. However, the email I wrote to be sent as part of this workflow was not sent properly—it only showed "Upload the document" instead of the full message I drafted.Additionally, I’d like to include a clickable link in the reminder email that directs employees straight to the document-uploading section in Personio.Could someone assist me with these issues as soon as possible?Thank you in advance!

191

6 days ago

Sabine Müller-RommingerGetting Started

asked in Employee Data & Documents

Importing time recording fails - no occupation type set

Hi,We would like to import our employees into the Shiftbase time recording system via an interface. However, the import fails because no job type is supposedly set in Personio.In Personio, I cannot find a field in the employee that is called Occupation type. Does anyone have experience with this and could please help me?Best regards,SabineHi,wir möchten unsere Mitarbeiter via Schnittstelle in das Zeiterfassungssystem Shiftbase importieren. Der Import schlägt jedoch fehl, da angeblich in Personio kein Berufstyp eingestellt ist.In Personio finde ich kein Feld im Mitarbeitenden, das Berufstyp heißt. Hat hiermit jemand Erfahrung und könnte mir bitte helfen? Viele Grüße,Sabine

254

20 days ago

AnnVFollower

asked in Employee Data & Documents

Bulk Document Import id employee witih Email address

Hi, I am trying to find the easiest way to bulk import documents to multiple employees at the same time.Email address seems to work as an identifier, but then the category part is not recognized. I have tried with one _ and three consecutive ones ___ What could be the solution to this?Not all our employees have an EmployeeID and some have multible first/last names which make the identification with names very tricky. Thanks for help!

162

24 days ago

dilae35Getting Started

asked in Employee Data & Documents

Deutschlandticket discount via salary

We would like to give some discount on the Deutschlandticket for our employees (20€). For this we need a way to set a flag in Personio-Profile which signals our bookkeeping, that this person has the Deutschlandticket and gets the discount via salary. For this, we will need a way for employees to upload a proof document each month into Personio and for us to set a flag in each profile. Could you help me with this?

111

25 days ago

SophiaChayGetting Started

asked in Employee Data & Documents

Accounting without tax ID (90 days)

I have a new employee who is currently still living in a hotel and is therefore not yet registered and does not have a tax ID. How can I account for an employee in Personio without a tax ID? 3 months are legally allowed, but the system always shows me a blockage and I can't send the approval.Thank you for your answers! Ich habe einen neuen MA, der aktuell noch im Hotel wohnt und deshalb noch nicht registriert ist und auch keine Steuer ID hat. Wie kann ich einen MA in Personio ohne Steuer ID abrechnen? gesetzlich sind ja 3 Monate erlaubt, aber das System zeigt mir immer eine Blockade an und ich kann die Freigabe nicht abschicken. Danke für eure Antworten!

122

27 days ago

l-kongGetting Started

asked in Employee Data & Documents

Have time recording signed automatically

Hello,For a funding project, we need monthly signed timesheets of the employees funded by the project. I have found 2 ways to export the timesheets per employee:(a) via timesheet export per month & employee directly into their pers. attendance area a lot of manual work generates PDFs for download (no automatic saving in the corresponding document area) each timesheet must be released individually for signing (again: a lot of manual work) (b) via Reports / Attendance Period per employee:in & tracking Period (&Project) only generates Excel/CSV files poor presentation in terms of clarity (no automatic clustering by day) → lots of manual rework here again: first download, then upload the file Conclusion:both ways still generate a lot of manual work, which is not appropriate for our company with a high degree of automation (& not up to date for 2024) In addition, solution 1 suggests that an autom. Process is implemented in the background, but cannot be adjusted The ques

302

28 days ago

j3llybeansGetting Started

asked in Employee Data & Documents

Picking up future changes in Document templates

When we annual salary increases we upload and confirm these in advance of the effective date.When i create a template and use the field {{fix_salary}} it only picks up the current salary, and i can’t find any option to select the future effective one.I would also like the document to auto insert the date it was effective from. Are either of these things possible? i’m new to Personio and am hoping i’ve just missed something!

594

1 month ago

Olga LysiakGetting Started

asked in Employee Data & Documents

Providing Supervisors with the right to create documents

Hi, could you please help me find out how to provide Supervisors with the right not only to upload documents for their direct reports, but also to create one?I want Supervisors to create reference letter for the employees themselves. Thank you in advance!

303

1 month ago

VolvicCommunicator

asked in Employee Data & Documents

eSignature email

Hi folks, When sending a document for signing there is a notification that indicates if the person has an issue with the contents of the document they should contact esignature@personio.deHow can this be changed? This is not an active email and just results in a bounceback. Thanks

685

1 month ago

SunsetGetting Started

asked in Employee Data & Documents

Terminating Employee - Absence Entitlement

Hello, Does anyone know how the figure for ‘Paid holidays’ is calculated when terminating an employee: In this instance, the employee leaving would have taken 15 days paid holidays as of termination date (this is recorded in their absence calendar), but for some reason Personio has pulled 17.5 days. Am I correct in assuming that this is in error and I need to manually adjust? I need to make sure that the employee has the correct leave recorded so that they are also paid the correct leave in lieu (as they should have a few days leave left over). Thanks!

281

1 month ago

vanilaGetting Started

asked in Employee Data & Documents

E-signatures before integration into the company-system

Hey all,I marked the post as a question but this topic may also be debatable depending on the answers. So the company I work for has automated contracts for new employees, wanting to use the E-Signature feature. But the employees cannot sign the contract digitally with or without the account. They have to be integrated into the system for them to be able to even sign anything digitally. Are there any ways around this problem or maybe even a solution?

302

1 month ago

pareekNewbie

asked in Employee Data & Documents

Question Regarding Date Format Support in Personio Get employee API and Dashboard

Hello,I noticed that the Personio system currently supports only a single date format on the dashboard (DD/MM/YYYY), while the API returns dates in the YYYY-MM-DD format. Does Personio only allow a single date format for date-type attributes, or is there a way to assign multiple formats?Could someone from the Personio team confirm if there are any plans to support multiple date formats in both the API and dashboard, or if there might be a workaround available?"Thank you for any clarification!

393

1 month ago

maxikGetting Started

asked in Employee Data & Documents

Employee Data Protection

Hello Community,I have a question about data protection in Personio:In addition to informing our employees about the use of Personio, do we also need to ask for their consent or have them sign something?We're currently not sure about this.The moderator translated the post. See original message belowHallo Community,ich habe eine Frage zum Datenschutz in Personio:Müssen wir unsere Mitarbeiter neben der Information zur Nutzung von Personio auch beispielsweise nach Ihrer Zustimmung fragen oder sie unterschreiben lassen?Da sind wir uns aktuell noch nicht sicher

373

1 month ago

JHBEMCommunicator

posted in Employee Data & Documents

Ordering Tags (ideally Auto-order Alphabetical)

Anyone else want Tags in Personio attributes to be orderable and ideally auto-order…

2 months ago

Eva A.Getting Started

asked in Employee Data & Documents

Employees created twice! How do I get him out again?

The employee was created via Recruiting. This is how he appeared in payroll accounting. But not under the heading ‘Employees’. He was created there manually. Now the employee appears twice in payroll accounting. The account created via Recruiting cannot be deleted. This account is the real problem! Who can help?

191

2 months ago

Olga LysiakGetting Started

posted in Employee Data & Documents

Unable to View Bulk Employee Profile Update Approval Requests

Hi, dear Perosnio community!I'm experiencing an issue with viewing approval requests for employee profile updates:Employees are updating their information as requested via Reminders Workflow and these updates require admin approval. However, there is no centralized way to view all pending approval requests.We can only see pending approvals by checking each employee's profile individually (not at the homepage etc.) What is the location of the central dashboard/view for all pending profile update approvals? How to access all pending profile update approvals? Thank you!

384

2 months ago

JOTTEKGetting Started

asked in Employee Data & Documents

Share employee telephone numbers

Is it possible to include employee tel nos in Personal Data in such a way that just their telephone number, but not all their other data, can be viewed by all staff? We are trying to make telephone numbers visible for use in the case of emergency, e.g. data breach etc.

261

2 months ago

EgleBGetting Started

asked in Employee Data & Documents

How to add a task to any existing employee?

Hi, We added a few questions to employee information area that we want answers for from all the existing employees. The existing employees are not going through onboarding phase, therefore, the tasks triggered by the onboarding flow is not the option here. Is there any other way how could we assign a task for all employees to update the new questions in the employee information area?

273

2 months ago

LarryGetting Started

asked in Employee Data & Documents

How do I change who an employee reports to in the org chart?

I want to change the manager who an employee reports to in the org chart. How do I do this?

352

2 months ago

TradelingpeopleGetting Started

asked in Employee Data & Documents

Onboarding - how to get newjoiner info onto Personio

We starting to automate our onboarding, are we able to send the new joiner a link for personio before they join so they can directly upload their details to personio. At the moment we are sending out an excel form for them to fill out and we manually upload it on to personio. Thanks for your help.

3386

2 months ago

LV_LolaGetting Started

asked in Employee Data & Documents

Ask employees to complete and upload a document

We require all employees to complete a declaration of interest form annually. Currently this is done via Word / Excel but I would like to automate it on Personio. The process would ideally be something like this:All employees are notified that they need to complete their annual declaration of interests They are prompted to complete the key information fields (date, name of organisation, details of potential conflict) This information is then stored on their profile (either as an employee attribute or a document?) We can then run a report to see who has / hasn’t done itI know something similar can be done during onboarding in terms of asking employees to complete sections of their profile directly but I was wondering whether there was a workaround outside of onboarding?

422

2 months ago

MPapasGetting Started

asked in Employee Data & Documents

Instead of preferred name, the legal name is shown

Hi fellow users, A while ago we got introduced in the Preferred Name option as an attribute of the personal data. Although when I am in the profile of each employee, the Preferred name is shown, when I am searching for the in the search bar I see the Legal Name, and in a parenthesis the Preferred name. Did anyone manage to change this, and search only by Preferred name? Thanks in advance!

321

2 months ago

yasmin.panahiGetting Started

asked in Employee Data & Documents

How can new hires upload their documents in Personio before their start?

Hello, Apologies if I missed this somewhere but the only relevant threads I could find on this topic were from 2 years ago. We, like many others, are looking to automate our onboarding process and eliminate the need to receive new hire information via e-mail, Excel sheet, etc. In short:How can we invite new hires to upload their information into Personio before their start (and the acquisition of their work e-mail address)? Please bear in mind that we have SSO enabled and, as far as I have seen, this eliminates the option to have new hires upload info prior to having their work e-mail. I'm hoping I'm wrong and that there’s a way around this so I look forward to your answers. Thanks in advance! Best, Yasmin

463

2 months ago

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