This article explains the Employee list functionality in Personio, and you can use it to filter a specific group of employees and quickly locate the relevant information you are looking for. 

The Employee list functionality is visible to all employees, regardless of their access rights.

Note
Your employees will only see in the Employee list those employees whose public profile they are permitted to view (and have the Active status). For employees to be able to also see employees with the Onboarding, On leave or Inactive status, you need to grant them viewing rights to the section where the Status attribute is located.

Set up the Employee list view

You can configure a specific Employee list view by either adding or removing columns.

To set up an Employee list view, follow these steps:

1. Navigate to Employees > Employee list.
2. Click on the three dots icon in the top-right corner and click Edit list columns.
3. In the side window, click Add columns to select the attributes that should appear in the employee list. Click on a specific attribute and use drag and drop to change the sequence in which attributes or columns are shown.
   

   Note
   Both the first line and the first column are frozen by default and remain visible as you scroll through the list, so we recommend you to add the Employee names attribute as the first column.

4. Click Save to apply the changes.
5. The employee list view will now only contain the columns that you have selected.
6. Alternatively, scroll down to the bottom of the page to select how many employees you would like to see per page.

Manage the Employee list view

The employee list allows you to filter the employees and only see those who are relevant to you.

By selecting one or several attribute values per column, you will only see the employees whose personal information matches those values.

To manage an Employee list view, follow these steps:

1. Navigate to Employees > Employee list.
2. Click on the respective column to open the dropdown.
3. Select one or multiple attribute values and click Apply filters.
   

   Note The Select all option is only available for lists of seven or more attributes.

4. Repeat step 2 and step 3 for all the relevant columns. 
5. You will now see all the employees whose Personal info tab contains the selected attribute values. By default, all employees appear in a list view sorted by their first names.
6. Search for a specific employee by entering the employee's first name and last name into the search bar.
   

   Note
   Your employees will only see as search results those employees whose public profile they are permitted to view (and have the Active status).

Edit an employee's information

The employee list allows you to quickly edit your employee's personal information.

To edit a single attribute for either one or multiple employees, follow these steps.

1. Navigate to Employees > Employee list.
2. Select the employees whose information you want to edit.
3. Click on the Actions button that appears and select the relevant action.
   

   ▶︎ Edit profile

   ▶︎ Edit employee role 

   ▶︎ Change accrual policy

   ▶︎ Edit work schedule

   ▶︎ Send account invitation

   ▶︎ Complete onboarding process

   ▶︎ Delete profile

4. In the side window, select a new value for the attribute that you would like to update, or select the action that you would like to apply to all selected employees.
   

   Note
   Some attributes such as the Length of probation preset attribute cannot be edited for multiple employees at once.
   

5. Click Save to apply the changes.

To edit several attributes within a specific employee’s profile at once, follow these steps:

1. Navigate to Employees > Employee list.
2. Search for the relevant employee and click on it.
3. In the side window, select a new value for all the attributes that you would like to update.
4. Click Save to apply the changes.

Tip
You can also manually add a new employee to Personio through the employee list. 

Save a specific employee list view 

You can save a specific employee list view to be able to quickly go back to it and access the information you need on a daily basis. You can save up to twenty employee list views. 

As an example, you can save an employee list view that shows only your company's working students, part-time employees or other groups of employees.

To save a specific employee list view, follow the next steps:

1. Navigate to Employees > Employee list.
2. Click on the Save current view icon and enter a name for the selected view.
3. Click Add to save the employee list view you have just created.
4. Click My views and select the employee list view to load it.

Note
As an admin, you can also configure the default employee list view that will appear for all employees, as all employees can see the Employee list, regardless of their access rights. Click Save current view as default to turn the current view into the default view. 

Export an employee list view

To export a specific employee list view, follow these steps:

1. Navigate to Employees > Employee list.
2. Click on the three dots icon in the top-right corner and then on Export list.
3. In the side window, select the file format, select if you want to export either the current employee list view or the one that includes all employees, and add/remove columns if needed. 
4. Click Export list to export the employee list and receive the file through your inbox.

Note
Employees who can create exports from the Employee list will only be able to view and download the employee's data they are permitted to view. 

Access the org chart view

You will be able to access the org chart through the employee list. 

The organizational chart (org chart) is a visual representation of the hierarchical structures within your company, and it's based on the supervisor-employee relationships previously entered in Personio.

To access the org chart, follow these steps:

1. Navigate to Employees > Employee list.
2. Click on the org chart icon in the top-right corner.
3. Zoom in and out by either using the zoom menu located in the bottom-right corner or your mouse (click-and-drag).
4. Click on the columns and select a specific attribute value for each column so that you only see the employees whose personal information matches those values.
5. Click on a specific employee to display their reports.

Note
Your employees will only see in the Org chart those employees whose public profile they are permitted to view (and have the Active or On leave status).

Access the timeline view

The timeline view is an overview of your long-term staff planning, grouped by department.

The employees will appear highlighted in different colors depending on the event: Hire date (green), Contract end date (yellow), Termination date (red).

To access the timeline view, follow these steps:

1. Click on the three dots icon in the top-right corner and then on View timeline.
2. Click on Filters to filter the timeline view to certain attributes.

Note
For your employees to be able to see the Timeline view, you need to grant them either Administrator rights, or editing rights to the Personal data > Public profile section.