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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.

310 Topics
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310 Topics

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andra.enacheExplorer

asked in Employee Data & Documents

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

2 days ago

DelphineeGetting Started

asked in Employee Data & Documents

Accessing Termination Information

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 !

352

7 days ago

stef.fFollower

asked in Employee Data & Documents

Changing working hours from specific date

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!

375

8 days ago

Lisa WillemsGetting Started

asked in Employee Data & Documents

How long does Personio retain data that has been deleted by the employer?

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

383

9 days ago

niklas.pGetting Started

asked in Employee Data & Documents

Best Practice for Creating Applicants with CV Upload from External Software via Zapier

Hi,I am looking for the smartest way to automatically create new applicants in Personio from external software (e.g. from a custom job portal) using Zapier. My goal is to upload their CV directly to their Personio profile.Currently, I receive the CV as a Base64-encoded string from the external software. I have tried decoding this to binary and passing it to Personio via the API (through Zapier), but I keep running into errors and the file does not upload successfully.Has anyone successfully implemented this workflow?What is the recommended method for converting and uploading files (such as CVs) to Personio via Zapier? Should the file be sent as a Base64 string, binary, or some other format? Are there any specific requirements or examples for the file object structure that Personio expects?Any advice, best practices, or code snippets would be greatly appreciated!

391

16 days ago

SalewaGetting Started

asked in Employee Data & Documents

Automatic status change

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.

443

24 days ago

berat canFollower

asked in Employee Data & Documents

Tracking Uploaded Document

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.

602

29 days ago

JohanGetting Started

asked in Employee Data & Documents

Understanding automated switching from Onboarding status to Active status

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.

1193

1 month ago

FriederikeThiesBusy Bee

asked in Employee Data & Documents

Personio Employee API: time and timezone

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!

746

1 month ago

jwilliams79Follower

asked in Employee Data & Documents

Document Upload Titles in Onboarding Steps

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?

332

1 month ago

EQ_CPFollower

asked in Employee Data & Documents

Table view for documents update

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

251

2 months 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

1136

2 months ago

MRothGetting Started

asked in Employee Data & Documents

Rejected working hours – comment not visible to employee?

Hi everyone,I've noticed something odd in our workflow and wanted to ask if others have experienced the same:When a manager (in our case, me and a colleague) rejects an employee's recorded working hours and adds a comment in Personio, the employee seems unable to see the comment. They only see that the time entry was rejected – but not the reason or the comment left by the manager.Additionally, it looks like the comment isn't saved anywhere visible for future reference – neither for the manager nor for the employee.Has anyone else experienced this? Is this expected behavior or is there a setting we might be missing?Thanks in advance!

413

2 months ago

nopersonalinformationGetting Started

asked in Employee Data & Documents

API question: Can I retrieve future changes to employees via API?

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?

613

2 months ago

OTMEGetting Started

asked in Employee Data & Documents

ID Number in employees profile

Hi,In the list of employees there is a column called ID Can you have this Field shown in the Employees Profile

441

3 months ago

LizzieGetting Started

asked in Employee Data & Documents

Export an overview of all documents in Personio

I am wanting to run an audit of what documents we currently have stored on Personio, so we can identify any gaps and then upload the correct documents.I think you used to be able to run a report that gave you the employee name, and which document categories they had documents in but I can no longer see how to do this.Is it possible to glean this information in some other way, or do I have to manually go onto each individual’s profile?

4737

3 months ago

antonia_mucFollower

asked in Employee Data & Documents

Missing Payroll Documents in Personio Bulk Export – Any Workarounds?

Dear community,has anyone found a way to bulk-download payroll documents from Personio?I recently learned from our HR team that payroll documents are not included in the general document bulk export and need to be downloaded manually by each employee. Honestly, this seems quite outdated – especially in 2025, when automation and AI are becoming standard even for more complex tasks.

153

3 months ago

Circus2012Follower

asked in Employee Data & Documents

Remove from org chart

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?

495

3 months ago

glitterbiscuitGetting Started

asked in Employee Data & Documents

Is there a way to create a employee ID in Personio (ie to verify employment)?

241

3 months ago

developyourskillsFollower

asked in Employee Data & Documents

Private note on candidate profile

Hi,At our company we use notes for evaluations of our employees. These are always visible for the employee as well.Is it possible to also add notes which are not visible for the employees? But only for the managers for example?

696

3 months ago

AnnaCzarnikExplorer

asked in Employee Data & Documents

Access Rights for Document Creation – Employee Role

Hi Personio Community,I have a question regarding access rights in Personio. Is it possible to grant an employee (for example, an Accountant) the right to create documents or folders in the system, or is this functionality strictly limited to administrators?If anyone has experience setting this up or knows if there’s a workaround, I’d really appreciate your insights!Thanks in advance!Anna

301

3 months ago

pareekExplorer

asked in Employee Data & Documents

Inquiry About Dynamic Attribute Key Changes

Hello,I am using the endpoint https://api.personio.de/v1/company/employees/attributes to fetch a list of all employee attributes. I noticed that some attributes, particularly those with keys like "dynamic_13844971" (e.g., for Employee ID), change over time. Below is an example of such an attribute:{ "key": "dynamic_13844971", "label": "Employee ID", "type": "standard", "universal_id": null, "options": []}My question is:Is there a specific time limit after which this dynamic key changes? Are there specific conditions that trigger the change of this key? Is there a timeline in which this dynamic key might become static, like other attributes (e.g., "first_name")? Will the dynamic attribute keys change if I switch accounts?Any insights would be appreciated!Thank you!

664

4 months ago

Dennis StolzeCommunicator

asked in Employee Data & Documents

Exit survey

Hi Community,Is somebody already using exit surveys in personio?

1514

4 months ago

Nadine Loyal-PerkFollower

asked in Employee Data & Documents

Employee with 2 roles, works in 2 different departments and has 2 managers

Hi Personio Community, We have a special case in our company. - Due to two different job roles the employee works in two different departments and has two different supervisors. How do you solve assigning multiple departments to the employee to ensure correct reporting? How do you solve that both supervisors have manager access and approval rights for the employee?Looking forward to learn from your experiences. Best, Nadine

1602

5 months ago

LegoMDCommunicator

asked in Employee Data & Documents

Audit trail for signed document

Dear Community,Does anyone happen to know how long the audit trail for a signed document is available in the system on the overview page for electronic signatures?Many thanks for your replies :-)Bests, Lego MD

412

5 months ago

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