Personio Tips & Best Practices

Hi guys,Is there a way to automatically assign the time off policies to new employees based on i.e. their location? Or generally assign some policies as a standard process without having to do this manually?I already checked the workflow section and time off settings but couldn’t find something. Thought maybe you guys have a workaround for this or can share how you do it. :-)Thanks!Sabbu

Hi everyone,We're currently reviewing our parental leave setup in Personio because our existing process is becoming challenging to manage, and we'd love to hear about your best practices!We currently use accrual policies for: Maternity leave Extra partner leave Partner leave Paid parental leave Our current structure is causing a couple of pain points: "Papa/Mama Dag" (Single Days): Our team needs to request each individual day of this type of leave separately. This creates a lot of unnecessary manual effort for both the employees and our HR team. Unpaid Parental Leave: For unpaid leave, our current workaround is to only adjust the employee's working hours. Because this impacts benefits, we can only make this change effective on the first of the month. This makes it difficult for employees who need flexibility and creates a heavy, manual workload for us to track how much leave has been taken. We are looking for a more sustainable and less manual approach.Specifically, we're inte

I’ve been trying to get somebody (I honestly dont care who exactly it is anymore) on the phone to talk about our plan, the number of accounts we got etc. Communication via Mail would be fine too - I dont want to waste too much of your precious time.However, some things, like reducing the number of acounts included in my plan, I cannot do by myself.What can I do to reach an actual person in order to reduce my number of accounts? Anybody?Thank you. 

Dear community,I’d like to bring up a topic that our HR team is currently struggling with. At the moment, we use Personio as our HR system, while our health service provider works with Planningsagenda. There is no fixed integration between these two systems yet. As a result, we currently maintain double administration, which obviously takes extra time and effort and increases the risk of mistakes.I’m curious to learn more from others: Are there Personio customers who work with a health service that does have an integration in place? I’d love to hear your success stories and how this works in practice. Do you have any best practices or tips for managing this situation more efficiently? Thanks in advance for sharing your experiences!

We are working to get to grips with the compliance around retention of our candidates for the correct timescales (we’ve gone with 365 days) and as ever this is a balance of keeping hold of talent.Has anyone cracked this in terms of hitting the countdown clock, asking to keep in touch, retaining for longer with consent blah blah???We are trying to update our applicant privacy policy, the process in Personio and our internal operating process around this and it is HARD. Is anyone out there getting this right without hours of data management?….. and are you willing to share your higher knowledge 🙏🏻I am more than happy to share documentation that i have with anyone 

Hello all,We are designing our Performance management based in Personio possibilities and we realized that it brings some confusion having templates (cycles) and goals separate and not able to link feedback to goals. Moreover, we can only use one template per cycle, which sometimes makes it complicated to gather feedback after a personal feedback conversation.  I’d like to understand how are you using performance and goals to get the most out of it, what things did not work and are working well for you?  I am also happy to schedule a call and share best practices on this topic :)

We integrated Personio with payfit (our existing payroll provider) early on in our Personio journey and indeed it was one of the reasons we went with Personio...this link seems to be broken and the two firms are so busy pointing fingers at the other that synching our data is a constant worry.Anyone else have this integration…..and is it still working or have you found a solution to the brokenness.It feels like manual payroll all over again whilst refereeing a rugby match…We need help…..​@Moe

Dear Voyager Community,we’re considering connecting Personio to MS Teams, to enable the respective functionalities (daily updates, requesting absences via teams chat, etc.), but we’re having a hard time imagining how useful it will be. Can any of you, who have the connection active, share your experiences with it? Did you find it useful, how was the set-up and how well does it work for you? Thank you all and have a lovely day,Moni

Hello everyone,We're an NGO with around 65 employees and currently use Personio for our annual skills assessment reviews. We're now looking to integrate a quarterly review process and are exploring how best to set this up (different cycles, one cycle with everything,...).We’re curious to hear how other organizations are using Personio for bi-annual or quarterly reviews between employees and their managers.Any insights, best practices, or tips would be greatly appreciated - and we’d be happy to share our own experiences at the same time!Thanks in advance 😊

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! 🙏🏼

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

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 

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!

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 😊

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

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! 

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

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

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

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

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

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?!