We are updating our Help Center articles to reflect changes to Personio that improve the user experience. As these changes will be released gradually, you may notice differences between the article content and your Personio application during this update process.

 

This article provides an overview of the People List and explains its different functionalities. You can access it from the Employees area in the main navigation bar.

 

What is the People List?

The People List is a central space where you can view all employees in your company and their details. You can customize the list to display relevant information at a glance. Additionally, you can save specific views, making it easy to return to them with just a click.

You can also quickly edit employee information from the People List, schedule changes, and make changes in bulk.

 

Access rights

The People List is visible to all employees. However, they will only see employees and data they have access to.

Your employees will only be able to see the profiles of those with an Active status, provided they have permission to view them. To allow employees to see others with Onboarding, Leave, or Inactive status, you must grant them viewing rights to the section containing the Status attribute.

 

Customize the People List

Add or remove columns

The employee data shown in the People List is arranged in columns. You can customize the list by adding, removing, and re-ordering columns to suit your needs.

You can add up to 25 columns to your view. When exporting the People List, you can add more columns to your export file.

To add or remove columns, follow these steps:

1. Go to Employees > People List.
2. Click the Columns tab. A list of attributes appears.
3. Click the toggle icon to the right of an attribute to add it to the list view. Use the drag-and-drop icon to arrange the columns in your preferred order.

The view will now only contain the columns that you have selected.

 

Customize columns

The first column is frozen by default and remains visible as you scroll through the list. For this reason, we recommend that you set the name attribute as the first column.

You can adjust the column width to fit the text. At the top of the list, hover in between the names of two columns until an icon appears.

 

Apply filters

The Filter functionality allows you to narrow the list based on the criteria you define. Learn about the different filter options in the section below. You can combine filter rules to narrow the information even further.

To apply filters, follow these steps:

1. Go to Employees > People List.
2. Click the Filter tab.
3. Define your rule set, for example, “Office contains Berlin”. You can add multiple rules.

You will now see all the employees whose personal info tab contains the selected attribute values. To reset the filters, click the X icon to the right of the Filter tab.

 

Filter options

You can filter the information in the People List using all attributes. This includes both system and custom attributes. This allows you to filter your information in granular detail. You can only filter by attributes currently added within the People List view.

For each attribute, you can also choose from a set of conditions. The conditions available depend on the attribute type. 

Example:
Filter for all employees with a hire date within a specific date range.
▶︎ Attribute: Hire date
▶︎ Attribute type: Date
▶︎ Condition: Is within range

View the table below for an overview of the conditions available for each attribute type.

Attribute data type	Conditions available
General (text field)	Contains Does not contain Is empty Is not empty
List of options	Contains Does not contain Is empty Is not empty
Relationship	Contains Does not contain Is empty Is not empty
Tags	Contains Does not contain Is empty Is not empty
Date	Is empty Is not empty Is on Is before Is on or before Is after Is on or after Is within range Is outside of range
Link	Contains Does not contain Is empty Is not empty
Number (integer)	Contains Does not contain Is empty Is not empty Is within range Is outside of range Equals Is less than Is greater than
Number (up to two decimals)	Contains Does not contain Is empty Is not empty Is within range Is outside of range Equals Is less than Is greater than

 

Sort the view

Click on the specific column header and select whether to sort in ascending or descending order. Depending on the attribute, the data is sorted in alphabetical, numerical, or date-based order.

 

Search for an employee or attribute

To search for an employee, use the search bar at the top-right of the page. A line containing their information appears.
You can also use the search bar to find a specific attribute value. For example, to view all employees with the position “Accounting”, enter “Accounting” in the search bar.

Notes
▶︎ Your employees will only see search results for those employees whose public profiles they are permitted to view (and have the Active status).
▶︎ You can only search for attribute values that are added to your current view. For example, you must add the Position column if you want to search based on position.

 

Saved views

Create a saved view

You can save a specific People List view. This allows you to return to it when needed. You can save up to 20 People List views.

To create a saved view, follow these steps:

1. Go to Employees > People List.
2. Set up the People List view that you want to save by adding columns and applying filters.
3. Click the View tab on the left.
4. Click the Save current view button at the bottom of the list of saved views.
5. In the window that appears, give your view a name.
6. Save your new view.

Tip
When saving a new view, Administrators can check the box to add it as a default view. Default views are applied to all employees' lists while respecting their specific access rights.

 

Manage a saved view

Once you have created a saved view, you can manage it from within the View tab. Click the three-dot icon right of the view’s name to:

• Save changes to the view (refer to the section below)
• Duplicate the view
• Copy a link to the view
• Rename the view
• Delete the view

Edit a saved view

To edit a saved view, follow these steps:

1. Reset the columns and filters as needed. Apply your changes.
2. In the View tab, hover over the name of the saved view and click the three-dot icon that appears.
3. Click Save changes to update the view.

 

Sharing options

Export a People List view

To export a specific People List view, you need data export access rights. You can only export data you have access to.

Follow these steps:

1. Go to Employees > People List.
2. Click the share icon in the top-right corner, and click Export.
3. Choose the file format, the filter, and the columns you want to export.
   ▶︎ Current view means applying the filter settings from your current view.
   ▶︎ All employees means all employees, regardless of the current filter setting in your view.
4. Export your view. The completed export appears in your Inbox.

You can continue to use Personio while your export is in progress.

 

Copy the URL

This feature allows you to copy the URL of the People List view. The filter details are saved in the URL.

You can save this URL in your browser favorites, or send it to other employees. They can then open the copied URL and view the shared view according to their access rights.

 

Edit employee data from the People List

Actions available from the menu bar

You can perform many actions directly from the People List. Check the box to the left of an employee’s name to display a menu bar. The table below shows the actions available in the menu bar.

Item	Actions you can take
Edit profile	Edit the information that appears in an employee’s profile. A new window opens. You can select the attribute you want to change, for example, “Office”, and set the new value for this attribute, for example, “Berlin”. You can also set the date the change is effective—this can be a past or future date. To edit several attributes at once, you can also edit an employee’s profile from within the People List. Note: Some attributes, such as the “termination date” preset attribute, cannot be edited for multiple employees at once.
Edit time policies	You can do the following: Change an accrual policy Assign a work schedule Remove a work schedule Edit the time-tracking profile
Create documents	Create documents for multiple employees, for example, work contracts or absence certificates. You can use existing templates and insert variables to customize the documents.
Send invites	Email invitations to employees to access Personio. Here, you can also see an employee’s invitation status.
Add people to role	Add employees to a role.
Remove people from role	Remove employees from a role.
Complete on / offboarding	Complete on- or offboarding tasks.
Delete	Delete an employee’s profile. As an added layer of security, you must also type DELETE in the respective field. Note: This is a permanent action that cannot be revoked. Deleting an employee’s profile includes all their data and documents.

 

Edit employee data in bulk

You can edit the data of multiple employees, and perform bulk actions, directly from the People List. This feature is useful if you want to edit the attributes of many employees at once or send multiple invitations or onboarding tasks.

To edit the data, or perform an action, for multiple employees:

1. Go to Employees > People List.
2. Check the box to the left of the relevant employees’ names.
3. Select the action you want to perform from the menu bar. Tip: If you want to edit all employees in a specific department or team, filter by it and select all.
4. Follow the instructions on the screen to complete the action.

Tip
For changing basic information in a single employee’s profile, refer to the section below on editing an employee profile.

 

Edit an employee’s profile from the People List

This feature allows you to edit multiple attributes for a single employee at once. To edit an employee’s profile:

1. Go to Employees > People List.
2. Hover over the employee’s name and click the button that appears. This opens a side drawer that contains the employee’s information.
3. To edit information, click on the attribute values you want to change, for example, office location.
4. Set the date from which the change is effective. This can be a past or future date.
5. Submit your changes.

Tip
You can schedule a future attribute change by adding the effective date. It is also possible to backdate attribute values, for example, to an employee’s hire date or the beginning of the current month.

 

Add a new employee from the People List

You can add a new employee from the People List. To do so:

1. Go to Employees > People List.
2. Click Add people at the top-right of the page.
3. Enter the personal and HR information for the new employee in the relevant fields. Activate the Create account and invite toggle in the Personal information section if needed.
4. Assign relevant templates, such as accrual policies, onboarding templates, and working hour schedules (including their validity date).
5. Click Add person.

Note
To add new employees, you need the Add new employee access right.