Employee Data & Documents

Hi,I have a question regarding employee status in Personio.Is it possible to convert an existing employee into a Member of the Board, so that: the person remains visible in Personio (for documentation / organizational purposes), but is not considered an active employee (no payroll, no time off, no operational access)? Ideally, we would like to keep this person in the system as a Board Member without affecting headcount, reporting, or HR processes.If this is possible: what would be the recommended setup (e.g. custom employee status, role, or contract type)? are there any limitations we should be aware of? Thanks in advance for your help!Best regards,Anna

Hi all,A few months back I participated in the FutureLab and one of the previews was connected to Employment Changes, including change requests & approval workflows.Does anyone know if this is something that’s going to be released sometime soon? or if there’s any estimated timeline on this? 😊We could really use this feature and I was hoping we could update our processes with this soon. 🙃

Hi, how could I export data from inidicated field? We have a long list of options and we need to check if the list is valid.  Thank you!

Hi there, Is there a way of adding another person to sign a document that we want to upload. Currently I can see place only for one. So for example if have a set of notes from a meeting and we want an employee and their manager to sign a document. Thank you.

Hi everyone, I’m trying to use Personio to issue the all-staff annual pay rise letters, however, am having significant difficulty trying to figure out what the placeholder would be for the new salary within the letter template - could anyone help? 

Hi guys,In the July update the following was announced:Onboarding templates can now include an invitation e-mail where you can share key info like office location and team members. New joiners are guided through a setup flow to add their details before accessing Personio.Does anyone know, has tested it or has examples on how this looks like? Based on this statement, new joiners won’t need to login to Personio to add their details but how would this work? What does that look like for the employee and how would we need to set this up on our end so this can work? Any inputs and insights are appreciated 😃Sabbu

Dear Community,Does anyone know when the promised table view for document will be launched / is it already active in your profiles? According to Personio, it was supposed to be in April:https://support.personio.de/hc/en-us/articles/25628975141149-Improvements-Document, but we can not see it yet.If you have it, can you share some experiences with it - is the signature status for documents now visible to more roles than only the Admin role?Thanks a lot for your input and have a lovely afternoon :)Moni

I am new to Personio and want to understand how I can get the entire business to be able to se anniversaries in the people to celebrate home page without sharing the permissions to HR Information.  I have done the calendar one but this is not then showing. 

Hello,  When personio was established in the organisation, a legal entity was created but employees were not assigned to the entity. We now have 2 legal entities (both of which are in personio), and I'd like to assign employees to these entities for payroll purposes. I understand the process is to terminate the employees contract and use the re-hire function, changing the entity at that time. However that is a very admin heavy process, and one I'd like to avoid.  Is there any other way to amend the legal entity that would also then pull through to the payroll function?   Thanks,  

Hi,I need to retrieve changes made for employees with an effective date in the future via API.I can’t find any information on this on the API documentation?Can someone assist me on this please?

Hey, we are using the list employees API to get new joiners from the system in order to activate them in other tools. I read at some point that the change happens usually around 3-4 am in the morning and have scheduled my integration for that time.  However I learned now, that the people are usually activated a day later (2nd day of the month) because no changes can be detected when I run the sync at 4am. My questions: at what time exactly are employees activated in Personio?  and: is this time UTC? UTC+1 or UTC+2Looking forward to your reply!

I have an employee who is serving their notice and is on payroll. However we do not want him showing on the org chart functionality as he has been announced as a leaver. How can we do this?

Hi everyone,We have many employees missing emergency contact details in their profiles, and manual follow-up is becoming time-consuming. Can we make the emergency contact field mandatory for all employees? How to handle existing employees who haven't added this information yet? We've tried manual HR reminders and checked profile settings but need a more systematic approach.Thanks for any guidance! 🙏

Hello, I have noticed employee start and end dates appearing incorrectly in Personio. For example, if someone’s start date was set as January 01, I would see it appear as December 31. Is there any fix for this?  Best,Susan

Hi,I have a question regarding one of our colleagues who is finishing their Ausbildung. According to our setup, they are entitled to 24 vacation days per year, and as of now, they still have 12 days remaining.We would now like to transition them to a full-time employee in Personio. My question is: Can Personio correctly calculate the vacation balance during and after the status change (taking into account remaining days from the internship period)? What is the recommended way to switch the profile from "intern/trainee" to "full-time employee"? Should I just update the existing data (e.g., position, status, contract), or is there a better approach? Will all development history remain visible after this change, or is there anything I should watch out for when doing the transition? Thanks

I am keen to use the electronic document function for our upcoming review process.  in order to get the new salary into the letters it needs to be in the system.I want people to find out what their new salary is from their manager in a conversation not by seeing it in the system !How do people manage this, do you lock people out of Personio, whilst it happens or do you lock them out of that view for the period...is there a better way to do it??

Hi everyone,We have employees located in both Germany and the UK, and we’ve noticed that IBAN and BIC are shown as preset attributes in Personio for entering bank details.However, in the UK, these terms are not commonly used—instead, employees expect to see account number and sort code. We're concerned this might be confusing for our UK employees, and we'd like to change the wording shown in the input fields.Unfortunately, it doesn't seem possible to customize or rename these preset attributes in Personio. What we’ve tried: Checked attribute settings but couldn’t find an option to rename or localize field names. Our question:Has anyone else faced this issue with UK-based employees?If so, how did you address this?We’d really appreciate any workarounds or strategies others have found effective.

Hello everyone,Is there an alternative way to access termination information in an employee’s profile, other than clicking the three dots in the Terminate Employment section at the top right corner or generating a report?Thank you for your support !

Hello, We have working students who would like to work 40 hours during the semester break, after the semester break is over they would resume working 20 hours. How do I set this up in Personio? It looks like setting up the change from a certain date is now hidden behind a paywall. Is that correct? Is there a workaround? Thank you! 

Hi everyone,I have a question regarding data retention in Personio:How long is personal data (e.g. attributes in the employee profile) retained in the system after it has been deleted by the employer?I’m particularly interested in whether any temporary storage still occurs after deletion – for example, in backups – and if so, for how long and for what purpose (e.g. recovery options or legal compliance).Thanks in advance for your support!Best regards,Lisa

At what exact time during the 1st day will the employee become active? And is this time then UTC or UTC +2 (during German summertime). We are using Personio as source for our integration towards multiple systems and want to have a view of when the profile comes live (active) and how this impacts our integrations. Systems include Leapsome and 360 Learning.

Hi dear all :) Our employees are required to upload certain documents to Personio each month, including their Deutschlandticket invoices. Is there a way to track which employees have not submitted their required invoices? We're looking for either a report or a view that could be added to the employee list to monitor this.

When does an employee switch from being in status “Onboarding” to status “Active”?Is this based on information being input by the employee (e.g. we ask them to put in their bank information themselves into Personio).Is it based on time (2 weeks after start date they are switched)?Is this configurable?Thanks.

Hi everyone, In the onboarding steps, we have document uploads for things such as proof of work authorisation, reference letters, bank forms, etc. The steps are currently titled in these general terms and upload to the profiles with those titles. Having gone through the bulk upload process when moving HRIS years ago, we now title everything {{first_name}} {{last_name}} document type {{date}} just to be covered (and for our records). Is it possible to include these place holders in the title of the document upload step so they seamlessly upload to the EE’s profile as such?

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