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Personio Tips & Best Practices

Your go-to space for Personio Best Practices, tips, and tricks—shared by the community, for the community. Share your own insights and inspire others! Is something missing? Just ask for help from the Community!

  • 20 Topics
  • 57 Replies
20 Topics
J
Follower
jwilliams79Follower
posted in Personio Tips & Best Practices
Gender Pay Gap Reporting

Hi all, Ireland is required to comply with Gender Pay Gap Reporting guidelines this year and our team is beginning to outline a process for this ahead of time and would love your ideas on how to get started. Are you using Personio to help generate the data required by the EU? What helped most? What attributes did you need to implement to generate the data? How did you set your reports up to provide the best picture? Any and all guidance is much appreciated! 🙏🏼

131
Moe
Community Admin
LP_Roman
Getting Started
LP_RomanGetting Started
posted in Personio Tips & Best Practices
Time recording: No limitation on start/end times on the current day – how do you deal with this?

Hello everyone,We are currently facing a challenge with time tracking in Personio and would like to know how you handle this—and at the same time bring this issue to Personio's attention. Specifically, the issue is this:There is currently no way to limit the start and end times for ongoing daily time tracking. A limitation (e.g., “only recordable within the actual time of day”) can only be set retroactively – not for the current day. This means:Employees can adjust their current working hours as they wish. In our view, this opens the door to conscious or unconscious inaccuracies and makes time tracking less audit-proof.According to support, the only solution would be to switch completely to terminals. However, this is not practical for us, as many of our employees work from home or are on business trips – they would then have no way of recording their time. Our questions to you:Have you found a workaround for how to solve this issue organizationally or technically? Are there any proces

688
Moe
Community Admin
andra.enache
Busy Bee
andra.enacheBusy Bee
posted in Personio Tips & Best Practices
Newbie to Personio Document Templates

Hi all,I want to start implementing the Personio Document Templates and I was wondering if anyone has any useful templates that you could share! Many thanks 

565
SabbuSchreiber
Helping Hand
LegoMD
Communicator
LegoMDCommunicator
asked in Personio Tips & Best Practices
Tracking On-Call Hours Without Overlap with Overtime

Hi Everyone,We are currently recording on-call time as a project in the attendance system. However, this approach causes the on-call hours to also appear as overtime, which results in them being counted twice — once as on-call hours and again as overtime.We would like to allow employees to track both on-call and overtime hours, but without double-counting the on-call time as overtime.Could you please suggest a solution or best practice for handling this in the system? Ideally, we’re looking for a way to differentiate these two types of hours clearly while still capturing them both for reporting and payroll purposes.Thanks in advance for your support!

313
SabbuSchreiber
Helping Hand
H
Explorer
HRHappinessExplorer
posted in Personio Tips & Best Practices
On/Offboarding Checklist - Record Keeping

I’d be interested to know how other people store the record of the onboarding and offboarding checklists. We would like to have this as a record to refer back to, should it be required, however we haven’t discovered a workable way of doing this so far.Also if you replace an onboarding checklist with a position change checklist we would still want a record of the original.Would love to hear if anyone else finds this difficult or if you have found any work arounds!Thanks 😊

654
J
Follower
R
Getting Started
RubenTGetting Started
posted in Personio Tips & Best Practices
Automated candidate screening

Hi all,Has anyone implemented (successfully) the automated candidate screening feature?Can you share some tips and tricks?I tested this in another ATS and switched it off because some of the profiles that were deemed non-matching were interesting upon review by a recruiter.Thanks,Ruben

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J
Follower
andra.enache
Busy Bee
andra.enacheBusy Bee
posted in Personio Tips & Best Practices
How to best use Automations?

Hi all,I’m trying to find out how to better use the Automations feature on Personio and I’m curious how other HR Leaders do it. If you do, would you mind sharing which tasks more exactly do you use automations for?Many thanks in advance! 

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People Person
Communicator
E
Follower
EQ_CPFollower
posted in Personio Tips & Best Practices
Reintegration after long term leave

Dear Voyager Community, I hope this message finds you well! I am reaching out to gather insights and best practices regarding the reintegration of employees returning from long-term leaves. We are keen on implementing a structured process within Personio that not only facilitates this transition but also ensures that everyone involved is well-informed and prepared.One of our main goals is to automate notifications that will be sent out as an employee's return date approaches. This way, we can ensure that all necessary preparations are made in advance, and that both the returning employee and their team are aligned on expectations and support needed during this transition.So far we're not sure how to set this up as the onboarding templates are dependent on the hire date and the workflows don't offer a trigger linked to the end of an absence type. We could create a workflow linked to the change of status in Personio, but for some of the steps we were thinking of, this would be too late i

301
Moe
Community Admin
Community Holiday Elf
Personio Employee
Community Holiday ElfHappy Holidays!
published in Personio Tips & Best Practices
⛄📆 Best Practices: How Do You Carry Over Vacation Days with Workflow Automation?
⛄📆 Best Practices: How Do You Carry Over Vacation Days with Workflow Automation?

Hi Community,We’re already at the second-to-last stop on my journey through the Community! After exciting discussions in the Support Area and HR Think Tank, today I’ve landed in a relatively new but super inspiring space: Learn & Share! ✨If you missed my previous stops, here’s a quick reminder – every comment contributes to a good cause:How Do I Set Up a Christmas Bonus in Personio?  Christmas Wishlist for HR: What’s on Your List?But now, back to today’s topic: Workflow Automation! I’m particularly interested in the subject of vacation days. As the end of the year approaches, workload increases and Christmas comes closer, many of our hardworking team members end up having leftover vacation days. To ensure these don’t go to waste, they can be carried over and used by the end of March the following year. Instead of having to manually remind all of your team members to use their remaining vacation days, we want to give them a gentle nudge, by using Workflow Automation to send an autom

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HRJoy
Communicator
D
Getting Started
DoikosGetting Started
posted in Personio Tips & Best Practices
Are here members from Hungary

Hello everyone,We have recently started using Personio and are planning to integrate time recording next year. Although we are based in Germany, we also have a location in Hungary that is connected to Personio. There are some differences between Hungarian and German law, so we would like to exchange ideas with members who use Personio in Hungary.Best wishesBirgit

231
Melissa
Former Personio Employee
People Person
Communicator
People PersonCommunicator
posted in Personio Tips & Best Practices
Absence workflows – where to start

When we were building our Personio system, absence workflows were certainly an interesting part of the process. We had 4 entities, 3 with their own project/ resourcing offices and each with their own process and reasons behind it. Here are my top tips for making those absence workflows as easy as possible!  Know your processes I spent time getting to know each entity's process but also the reasons behind their process. In some, the project office had to go first to ensure that there were no projects planned for that time. In others, the head of department needed to go first to ensure there were no scheduling conflicts and in some others, they only needed supervisor approval (if only they were all that simple!).  Once you truly know the process and the reasons behind it, you’ll have the best understanding of how to start building.   Consider using automations We have a few types of leave that affect pay (unpaid, maternity, AWOL), and at first when building our system we had payroll as a

761
Moe
Community Admin
Maria Laura Arauco
Personio Implementation Manager
Maria Laura AraucoPersonio Implementation Manager
posted in Personio Tips & Best Practices
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

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N
Communicator
S
Follower
Sarah WetherellFollower
asked in Personio Tips & Best Practices
Connecting with other Personio users

Good morning!I would like to connect with any super users of the system that are in a multi sited company with around 600 employees. I am new to the system and would love to share best practice if possible. Thanks all

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I
Personio Employee
A
Busy Bee
AliceMBusy Bee
asked in Personio Tips & Best Practices
Best practice for using Personio across multiple countries

Hi there, We recently rolled out Personio in our HQ and are looking at options to use it in our country offices - 3500 staff across around 15 countries. Can anyone share their set-up or tips for managing across multiple locations?  Areas I’m particularly interested in are:Do you have all countries managed in one Personio account or are they decentralised?If you manage through one, do the local HR teams modify the settings etc or is that all managed at your HQ?Have you managed to restrict access for your local HR users so they can’t accidentally modify the settings for everyone?! I’d really welcome advice here as I’m trying to visualise how it would all work. Would we be creating a monster if we had everyone in the one instance?! 

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A
Busy Bee
Lauren Gilbert
Personio HR Manager
Lauren GilbertPersonio HR Manager
published in Personio Tips & Best Practices
📄 How Personio's own HR Team uses the Documents functionality
📄 How Personio's own HR Team uses the Documents functionalityBest Practise

Dear Community,Have you ever wondered how Personio's HR team actually uses their own tool?I work in Personio's HR team and today I am going to explain to you how exactly we use the Documents section in Personio and how it supports our HR team, as it has become an essential part of our daily work. The administration of documentsWe have set up different categories to divide up the various documents in a meaningful way. This makes it easier for us and our employees to keep an overview and to quickly find all the necessary data.The biggest advantage of the document area in Personio for us is the elimination of unnecessary letters or e-mails. This means that we upload all employees' pay slips and social security certificates to their personal profile. This way, each employee can access all monthly and annual statements at any time. It also saves us costs and capacity, AND it's better for the environment - at least compared to printing and sending them by mail.You can learn more about Docume

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Andrea
Former Personio Employee
Lauren Gilbert
Personio HR Manager
Lauren GilbertPersonio HR Manager
published in Personio Tips & Best Practices
⏰ Our approach to smart interview scheduling with Cronofy
⏰ Our approach to smart interview scheduling with CronofyBest Practice

Dear Community,Finding new talent for an open position can be quite time consuming and requires careful organization. Especially the timing of the interviews with your own preferences and those of the applicants aligned, often seems to be a challenge. 💡 For this, we found a suitable solution: At the beginning of 2022, we started implementing Cronofy in Personio, an intelligent planning platform to support the planning process for job interviews.Cronofy is a Personio integration that is directly accessible from the "Interview" tab in the candidate profile of our ATS. It is connected to the Google calendar, which allows our candidates to directly select a date and time for an interview. In advance, we as the Talent Acquisition Team at Personio can individually set specific working days and time slots that are most suitable for a first interview.  So how does this work?As soon as we want to invite a candidate for a first interview, we navigate to the "Interview" tab in Personio and selec

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Lauren Gilbert
Personio HR Manager
Lauren Gilbert
Personio HR Manager
Lauren GilbertPersonio HR Manager
published in Personio Tips & Best Practices
🏷 This is how our Talent Acquisition Team uses "Tags"
🏷 This is how our Talent Acquisition Team uses "Tags"Best Practice

Dear Community,we all have one or the other Personio hack to make our workday a bit more efficient and organized. One of them is exactly what we use as a Talent Acquisition team: Tags! They are real lifesavers when it comes to organizing candidate profiles in a simple and clear way. But how exactly do you set Tags and what are their main purposes?How it works: Tags can be found at the top of every candidate profile in the Personio recruiting section. After clicking the "Add Tag" icon, a drop-down list with all available options will appear first. Now you can easily select the appropriate Tag for the candidate profile.   After setting your Tags, you're probably wondering what it's for and what it will do for you. For us as a Talent Acquisition Team, setting Tags has 3 main benefits:   1. Highlight informationTags are always very visible, as they are located directly under a candidate's name and profile overview. This means no matter what section we're working in, whether it's the Interv

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Lauren Gilbert
Personio HR Manager
Lauren Gilbert
Personio HR Manager
Lauren GilbertPersonio HR Manager
published in Personio Tips & Best Practices
💾 How Personio's own HR team manages employee data in Personio
💾 How Personio's own HR team manages employee data in Personiobest practice

Dear Community, today I'm sharing with you another example of how we use our own tool at Personio.As an HR professional I know how hard it can be to manage all of the employee data that is needed for a company of any size, with the continuous need to track and update data for each employee. One of the benefits of using Personio as our HRIS tool is the easily accessible and accurate data storage it provides. As we grow as a company Personio’s functionality continues to benefit us in the form of accurate data storage. Having this all in one system makes my life a lot easier.   In Personio, each employee profile can store over 200 different attributes of information about each employee.Here is an excerpt of the info we store in the employee profiles: 🎉 A few standard attributes like address, birthday, team, cost center, bank details, etc. 🛼 Also a public section with "personal" info about languages spoken, hobbies, holiday destinations, and favorite places in the cities where our office

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Lauren Gilbert
Personio HR Manager
Sanja
Communicator
SanjaCommunicator
posted in Personio Tips & Best Practices
Use case: Workaround for "one on one" notes recording and tracking

Hi Community 👋 I initially shared this as a workaround to a fellow Personio Community member in a comment of an existing post and @Daniele suggested it might be more visible as an individual post in case others find it useful. So here it is :)The described steps below cover the topic on how to enter something like "Supervisor notes" for regular one on ones, additional comments etc. with custom access to all relevant stakeholders (supervisor, HR, employee etc) while also having the historical records for past enties via the "Custom reports" sharing option.   1. In employee profile we create a section for supervisor notes. This section can contain text boxes, date when the note is written, the name of the person who wrote it, etc.   2. Edit access to this section is given to the supervisor only for example, this should be customized through roles. For any others you feel are needed like HR or the employee you can assign view rights or, if you choose so, hide it completely.    3. Supervi

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Daniele
Community Admin
Maria Laura Arauco
Personio Implementation Manager
Maria Laura AraucoPersonio Implementation Manager
posted in Personio Tips & Best Practices
Best-Practice: Switzerland - Absences

Dear Community,In Switzerland, employees can enter a percentage of Sick leave as opposed to (half) days. This is equivalent to part-time employees with 100% weekly hours since the salary should not be prorated. A possible solution for this could be to add several absence types for different options of sick leave (10% Sick Leave, 20% Sick Leave, etc.). To our Swiss Personio users, we’d love to hear your thoughts on this? And if you have already used this solution, how has it been working for you? Disclaimer: our web offer is for non-binding information purposes only and does not constitute legal advice in the actual sense. Click on “Show Content” to read the full Disclaimer We would like to draw attention to the fact that our web offer is for non-binding information purposes only and does not constitute legal advice in the actual sense. The content of this offer cannot and is not intended to replace individual and binding legal advice that addresses your specific situation. In this resp

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Maria Laura Arauco
Personio Implementation Manager
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