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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.

  • 303 Topics
  • 721 Replies
302 Topics
C
Follower
CarinaFollower
asked in Employee Data & Documents
Create new document category with lock function

Is there a way to create new document category with lock function that only HR can see them? I can create new document categories, such as Maternity / Parental Leave and ID; WorkPermit, but the templates stored in those categories are visible to the whole organization. Can this get changed?   

713
Andrea
Former Personio Employee
H
Getting Started
hmustonenGetting Started
asked in Employee Data & Documents
How to edit the list of termination types

Hi community!How can that list below (mentioned with red) edited?There’s some unnecessary options and some needed are missing, and can’t find any instructions for it.  Thanks for your help in advance! :)

2522
H
Getting Started
C
Newbie
CuriousUser99Newbie
asked in Employee Data & Documents
Employer deleting Approved sick leave

Hi everyone, Does personio store audit logs or anything in this scenario? Scenario - I applied for sick leave of 3 days. The employer approves it. I received the confirmation email of approval. After this, the employer decides to delete the sick leaves on personio. I don’t see the approved leaves anymore in my personio calendar. Employer can then say that I did not notify them of any leaves and was off for 3 days. And then take some unfair actions again me. (They can also remove my access to emails so I don’t have any proofs in case of legal actions)I am really concerned if un-deletable logs are maintained on Personio for such scenarios. 

1332
Andrea
Former Personio Employee
L
Communicator
lisaamorosoCommunicator
asked in Employee Data & Documents
document upload error

Hi, does anyone else get an error message when uploading certain documents? I have checked the documents several times and the fields are correct. I’ve tried re-formatting, changing font etc...I cannot figure it out….

4492
Daniele
Community Admin
H
Getting Started
hmustonenGetting Started
asked in Employee Data & Documents
Changing the max weekly hours setup

Hi community!How can I change the weekly hours (Personal info > HR information > Weekly hours) maximum setup (marked with red in attached picture)? I’ve read everything regarding this subject and haven’t found a clear solution for this. Thanks for your help!BR,Hanna

1101
Andrea
Former Personio Employee
E
Busy Bee
emmy.wolterinkBusy Bee
posted in Employee Data & Documents
Creating documents in bulk

I wish to multi generate document templates. For example if you have one letter which needs to be send to the whole company. Now you have to generate each document individually instead of the option to generate it all at once.

2453
Andrea
Former Personio Employee
C
Getting Started
CsillaGetting Started
asked in Employee Data & Documents
Invitation Email is not being received by an employee

Hi Andrea, Thank you very much for your reply. There is another issue I would like to ask your opinion about. If you know the answer, your help would be appreciated. We created a new profile for joiner and sent the Invitation mail to new employee but he never received it. We deleted his profile, re-created it and after that we re-sent him the invitation mail by clicking on re-send invitation mail in ‘Manage account’ menu option. Even that did not help and we do not have any other ideas, so in case you know another way to solve this problem, that would be very much appreciated.

751
Andrea
Former Personio Employee
Andrea
Former Personio Employee
AndreaFormer Community Admin
published in Employee Data & Documents
FAQ: Why can't I log in to my Personio account?

Are you trying to log in to your Personio account, but are not able to do so?We are happy to share some possible solutions with you!📩 Receiving an invitation Email: ❌ “The username or password that you entered was not correct":  📪 I did not receive the password reset email:  🔐 You have not received the security token:  ⛔️ The security token doesn’t work: 🙅🏽‍♀️ My account has been blocked: 🔧 "Something went wrong...": 📩 Receiving an invitation Email:Before you can log into your account, your Personio Administrator needs to trigger an invitation email that grants you access to Personio. Please contact your admin if you have not received this email. ❌ “The username or password that you entered was not correct": If you see this message, there are two options:The password you entered does not correspond with the password that is stored for your Personio account. If you don't remember it, click Forgot your password? We will then email you with instructions on how to reset your passwor

7010
Andrea
Former Personio Employee
M
Follower
Mirjam SettlyFollower
asked in Employee Data & Documents
Employee Data import - Supervisor error

Hi there,I’ve been attempting to do our employee data import as part of our implementation. I keep running into the error ‘Supervisor is not in the system.’ whilst that exact supervisor is also in the upload document. Does this mean that I first need to upload all supervisors, before I upload the rest of the employees? I solved part of it by adding the department head manually, but now I run into the same error for the downstream supervisors and this seems to be very time consuming. I hope you have a solution for this! :) 

964
Andrea
Former Personio Employee
Andrea
Former Personio Employee
AndreaFormer Community Admin
published in Employee Data & Documents
FAQ: Why is my employee not receiving the invitation email?

Dear community,Have you ever had the situation that you are trying to send your employees the invitation email to Personio, and they are not receiving it?If you are wondering how to avoid this and what to do in case this situation comes up, please check out our troubleshooting tips:👉🏼 First off, you need to make sure that your employees’ email address has been activated by your IT Team. Otherwise, our mail provider will block the corresponding email address and the employee will not receive any email from Personio.If the employee is not receiving the email:📨 Ask the recipient/employee to check their spam folder❎ Double check if the email address is incorrect or inactiveIf none of this applies, the email address of your employee has probably already been blocked by our email provider.💡 To unblock it, go to the Find Answers section in Personio via Help > Support and Updates > Find Answers and contact our Support Team. State the email address and the URL of the employee profile

4720
Andrea
Former Personio Employee
M
Getting Started
MarcelMueGetting Started
asked in Employee Data & Documents
Repeat blocks of fields in employee data

I basically have a usecase where each employee can have multiple certifications which expire at different dates.How can this be represented in the employee data? Example of what I would want to do- Certification [Multi select]    - Completed [Date]    - Expires [Date]- Certification [Multi select]    - Completed [Date]    - Expires [Date]…The problem is, that each of these would all need to be different fields in the employee data. Statically repeating the block over and over in employee data is pretty messy and is confusing for employees.Is there a different feature I can use for this purpose? The biggest issue is, that I need to retrieve the data through the API. 

353
Andrea
Former Personio Employee
F
Communicator
ffxbauer
asked in Employee Data & Documents
Customize Payroll Tabs

Hi, I know that I can select the all the attributes (and order) that shows up the the 'Personal info' tab of the payroll exports. However, I would really like to also customize the information that is shown in the Salary and Absence tabs to allow easy import into our payroll software… Is there a way to achieve this? 

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F
Communicator
S
Explorer
suminairExplorer
asked in Employee Data & Documents
Hiding data

Hi ,Is it possible for the “supervisor” role to not be able to see some of the sections such as payroll/bank details etc  but have access to the other parts of information for their direct reports ?Thanks  

686
S
Explorer
K
Getting Started
Kate.wilkinsonGetting Started
asked in Employee Data & Documents
Passports: Country of issue, issue?

Hi all, Quick thing (I hope) but hopefully not just me. I’m trying to get all our team using Personio and having full profiles of details, including Passport information. I’m encountering some trouble with the country of issue that there are multiple people from our organisation from the same country but Personio will only allow one company passport to be issued by e.g. “United Kingdom”.  Is this normal and any advice?ThanksKate 

432
K
Getting Started
Linda
Communicator
LindaCommunicator
asked in Employee Data & Documents
List of employees overtime balances (total balance)

HI there, I am looking for help in pulling a list of employees overtime balances (their total balance, not just what they accrued during the current month) and have not been successful in generating this.Does anyone have a tip for me?Thanks!Linda

1141
Andrea
Former Personio Employee
S
Getting Started
sebastian-komonGetting Started
asked in Employee Data & Documents
Payroll upload by external labour agency

 I want to instruct our external labour agency to upload the payroll of each employee individually to Personio every month. Which are the steps they should follow for that? Do we need to set anything up?

551
Andrea
Former Personio Employee
L
Getting Started
lekahoGetting Started
asked in Employee Data & Documents
Bulk collecting approval from employees

Hi community, I am looking for a solution for the following: We would like to collect a consent from all existing employees for the same topic My challenge: If I use a signature process, I think I have to create the document and ask for signature individually from every employee’s profile, right? I would like instead to have a checkbox where they can give their consent, like I would in an onboarding workflow Challenge 2: If I use a new onboarding template, it will overwrite the old onboarding Thanks for any input and sorry if this is a stupid question, but I didn’t find any solution yet.

1101
Andrea
Former Personio Employee
L
Communicator
lisaamorosoCommunicator
asked in Employee Data & Documents
Edit document templates

Is there a way to edit a document template in Personio? Do I have to remove and upload new documents every time? Some documents may require a minor adjustment based on the content. For example: I have a promotion letter template, sometimes a position might change and sometimes it is just a level change, sometime the salary increases but sometimes it might not….if I just want to remove one line or alter it slightly I do not want to have to upload an entirely new document. I may just want to alter it for an individual person.

1221
Andrea
Former Personio Employee
F
Getting Started
FMI - HR ManagerGetting Started
asked in Employee Data & Documents
Staff Leaving a Company - Issuing a letter of service

Good Day Is there a letter that is automatically generated when someone leaves a company - letter of service with the dates started and ended and reason for leaving.

562
Andrea
Former Personio Employee
T
Getting Started
TingGetting Started
asked in Employee Data & Documents
How do you define a different language when uploading a document template from the default options?

Good morning,When uploading a new document template, a window of options appears for you to set up the name, category and language of the file. I’d like to know how to define a different language from the default options in this section (Dutch, Spanish, German, English, French, Italian). Thank you :) 

852
T
Getting Started
VeronikaP
Getting Started
VeronikaPGetting Started
asked in Employee Data & Documents
Mass import with future effective date

If I understand correctly currently if I want to import mass changes to numerous employee profiles, I can only do it effective immediately (e.g. if I do the upload on the 1st of August, the changes will be effective 1st of August) is there a possibility to also make mass changes with a future date? 

1573
Marc
Former Personio Employee
J
Explorer
janscombExplorer
asked in Employee Data & Documents
Downloading Word Documents

At present, when you create a document on an employee profile as a word document and subsequently try to download this created document, it downloads as a PDF.Please could this be adjusted so that it downloads in the format it was originally created in?

676
Mbb
Explorer
L
Getting Started
LGWGetting Started
asked in Employee Data & Documents
Weekly hours changes with a backdated start date.

Hello, we are trying to enter in employees with a backdated start date and salary, but the default weekly hours set for the department keeps changing automatically. For example, the department weekly hours is set at 40, but this changes to 37.5 when we enter in a historical start date, so their revised weekly hours ends up being 40/37.5, which is wrong. We keep getting the message: 'we've updated the weekly hours as well as departmental hours based on the date change. The salary was recalculated accordingly'. There doesn’t seem to be an option to override/correct this. This only happens when we enter in a historical start date; anyone with a start date in the current month this doesn't happen. Any ideas on why this happens and how to fix this? Thanks!

782
L
Getting Started
S
Getting Started
sveraGetting Started
asked in Employee Data & Documents
Cost-Center percentage

Hi People Do you know how can made a massive update of percentage of each cost center for each employee?? Thanks a million!!

1751
Marc
Former Personio Employee
FriederikeThies
Busy Bee
FriederikeThiesBusy Bee
asked in Employee Data & Documents
Employee API: Notice announced not available

Dear team, again we struggle with your API: We try to get the date when an employee is announcing his churn via the API but it does not exist.  We get: termination date and last date of work. But not the field that is of interest. Whats up with the API? Best, Friederike

953
FriederikeThies
Busy Bee
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