Notifications and Reminders
To best inform you about upcoming events and to remind you of pending to-dos, Personio displays notifications on your dashboard and sends system e-mails.
If none of your employees should receive e-mail notifications from Personio, such as approval requests or reminders, you can globally deactivate all e-mail notifications under Settings > Company > Email notifications enabled.
In the following we will give you an overview on the different notification types and times sorted by the different occasions.
| Trigger of the notification | Who will be notified? | Notification type | When will the e-mail be sent? | |
| Dashboard | ||||
| Employee Data Changes | ||||
| Request | Approver | yes | no | |
| Approval | Requestor | no | no | |
| Rejection | Requestor | no | yes | immediately |
| Absences | ||||
| (Substitute-)Request | Approver (or substitute) | yes | yes | within the next 30 minutes |
| Approval | Requestor | no | yes | within the next 30 minutes |
| Rejection | Requestor | no | yes | within the next 30 minutes |
| Overlap of absences | Employees with editing rights for the relevant absence type | yes | no | |
| Pending certificates | Requestor & Approver | yes | no | |
| Upload certificate | Approver | yes | no | within the next 30 minutes |
| Approval certificate | Requestor | no | no | |
| Rejection certificate | Requestor | to-do is open again | no | |
| Attendances | ||||
| Request | Approver | yes, bundled per employee | yes, bundled per day for all requesting employees | in the morning of the next day |
| Approval | Requestor | no | no | |
| Rejection | Requestor | no | yes | immediately |
| Reminder | ||||
| Any employee attribute stored as a date | Person responsible | yes | yes | in the morning of the day to remember |
| Payroll | All employees, who have access rights to the payroll | yes | no | |
|
Onboarding
|
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| Open to-dos | Person responsible | yes (7 days before due date) | yes | 7 days before the due date |
| Reminder of open to-dos | Person responsible | yes | yes | from 2 days before the due date daily |
|
Offboarding
|
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| Open to-dos | Person responsible | yes (7 days before due date) | no | |
| Reminder of open to-dos | Person responsible | yes | yes | from the due date daily |
|
Performance
|
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| Feedback meeting | Requestor & employee | no | yes | immediately |
|
Recruiting
|
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| Recruiting e-mail (inbox) | All employees with editing rights on recruiting | no | yes | immediately |
| New applications, messages, notes, feedback-messages and evaluations | Freely configurable for each recruiting role (Learn here how to configure recruiting roles) |
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| System reminders | ||||
| Contract ends | All employees with editing rights on the section HR information | yes | yes | 30 days before contract ends + not yet planed absence days |
Please note that reminders for entire employee roles always appear on the dashboard of each employee of this role until they are deleted either individually or they expire automatically. Reminders that you receive before an event or on the same day are displayed on the dashboard until one day after the event in question. Reminders that are set for after an event automatically disappear from the dashboard one week after the reminder was displayed.
Open to-dos, on the other hand, are also displayed on the dashboard of all employees assigned to the corresponding role, but - as soon as someone has marked the to-do as completed - it is also removed for all others.
If you do not want to be notified for certain events via e-mail, you can deactivate this individually. Navigate to Personal settings > Notifications.
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