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Notifications and Tasks in Personnel Administration

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Nadine Zirbes
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This article describes the events for which notifications and tasks can be sent. It also explains the types of notifications and tasks that exist in Personio. For more information on notifications and tasks in Recruiting, read our article Notifications and Tasks in Recruiting.

 

What are Notifications and Tasks in Personnel Administration?

Notifications and Tasks inform users about important events or to-dos that require an action to be completed. Notifications are one-off events, for example a birthday or the end of a probation period, and are often set up as Reminders in employee roles. Tasks are to-dos that require an action to be completed. Examples of tasks include time-tracking or absence requests that need to be reviewed by a supervisor, and onboarding and offboarding to-dos that need to be completed by employees.

 

Receive Notifications and Tasks

In Personio

Employees can access tasks via the Tasks widget on the Dashboard. Both tasks and notifications can be accessed via the Inbox on the upper right of the screen. For more information on the Inbox and the possible actions for notifications and tasks, read our article on Global Task Management. 

home-inbox_en-us.gif

Note
While tasks can be accessed via the Inbox and the Tasks widget on the Dashboard, notifications are exclusively displayed in the Inbox.

 

Via Email

For certain types of notifications and tasks, Personio additionally sends out email notifications. For example, supervisors receive an email informing them about open absence and attendance requests. If a reminder has been set up for an employee role, the reminder will also trigger a notification via email. 

Tip
If you do not want your employees to receive email notifications from Personio, such as approval requests or reminders, you have the option to globally deactivate all email notifications. To do this, navigate to the Settings > Organization > Company > Company information. Click on (Edit) and adjust the point Email notifications enabled.

 

Overview of Notifications and Tasks in Personnel Administration

Changes to Employee Information (Profile)

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
Request Approver Yes - Only as a mention in connection with other requests. Triggered with other requests.
Approval Requester - - -  
Rejection Requester - - Yes Immediately

 

Absence

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
(Substitute) Request Approver (or Substitute) Yes - Yes Within the next 30 minutes
Approval Requester - - Yes Within the next 30 minutes
Rejection Requester - - Yes Within the next 30 minutes
Overlap of absences Employees with editing right for the relevant absence type Yes - -  
Pending certificate Requester and Approver Yes - -  
Upload certificate Approver Yes - Yes Within the next 30 minutes
Approval certificate Requester - - -  
Rejection certificate Requester To-do is open again - -  

 

Attendance

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
Request Approver Yes, bundled per employee -   Yes, bundled per day for all requesting employees In the morning of the next day
Approval Requester -  - -  
Rejection Requester -  - yes  

 

System Reminders

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
Contract end date

All employees with editing rights for the HR information section

or

All employees with editing rights for the section where the attribute is located

 Yes - Yes 30 days before contract ends + not yet planned absence days
Payroll All employees, who have access rights to the payroll Yes - Yes In the morning of the day to remember

 

Reminders in Employee Roles

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
Any employee attribute stored as a date Responsible person - Yes Yes

in the morning of the day to remember
Next absence All employees who are selected as recipients of the reminder - Yes Yes

In the morning of the day to remember

 

For same-day absence notifications, a reminder is generated within half an hour, after the absence has gone through the approval process

Note
Notifications for custom reminders appear by default in the Inbox of all recipients of the reminders. Reminders scheduled to be sent before or on the same day as an event remain in the Inbox until one day after the respective event. Reminders scheduled to be sent after an event are automatically removed from the Inbox after a week from the date when they are first shown.

Tip
If you do not want a reminder to disappear automatically from the Inbox after the previously mentioned deadlines, you can optionally create the reminder workflows as a Task. Tasks are displayed in the Inbox until they are actively deleted.

 

Onboarding

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
Open to-dos Responsible person Yes (7 days before due date) -  Yes 7 days before the due date
Reminder of open to-dos Responsible person Yes - Yes 2 days before the due date
Reminder for overdue to-dos Responsible person Yes - Yes daily, from the due date 

Tip
Open onboarding and offboarding to-dos are displayed in the Tasks widget on the dashboard and in the Inbox of all responsible employees.

Note
As soon as one of the responsible persons has marked a to-do as completed, the to-do is also removed for all others.

 

Offboarding

Trigger of the notification Who will be notified? Type When will the email be sent?
Task Notification Email
Open to-dos Responsible person Yes (7 days before the due date) - -  
Reminder for overdue to-dos Responsible person Yes - Yes Daily, from the due date 

Tip
Open to-dos are displayed in the Tasks widget on the dashboard and in the Inbox of all responsible employees.

Note
As soon as one of the responsible persons has marked a to-do as completed, the to-do is also removed for all others.

 

Performance Management

Trigger of the notification Who will be notified? Type When will the email be sent?
Tasks Notifications Email
Performance Meeting Requester and Employee - - Yes Immediately
Performance Feedback Employee and Supervisor of the Employee - - Yes Immediately

 

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