Notification and Reminders in Personnel Administration

 

This article describes for which events notifications are sent, what type of notifications exist and when are notifications sent by the system.

If none of your employees should receive email notifications from Personio, such as approval requests or reminders, you can globally deactivate all email notifications under Settings > Company > Email notifications enabled.

To best inform you about upcoming events and to remind you of pending to-dos, Personio displays notifications on your dashboard and sends system email.

In the following table, we will give you an overview of the different notification types and times sorted by the different occasions.

 

Changes (Profile)

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
Request Approver yes yes  
Approval Requester no no  
Rejection Requester no yes immediately

 

Absences

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
(Substitute) Request Approver (or Substitute) yes yes within the next 30 minutes
Approval Requester no yes within the next 30 minutes
Rejection Requester no yes within the next 30 minutes
Overlap of absences Employees with editing right for the relevant absence type yes no  
Pending certificate Requester & Approver yes no  
Upload certificate Approver yes yes within the next 30 minutes
Approval certificate Requester no no  
Rejection certificate Requester to-do is open again no  

 

Attendance

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
Request Approver yes, bundled per employee yes, bundled per day for all requesting employees in the morning of the next day
Approval Requester no no  
Rejection Requester no yes  

 

System Reminders

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
Contract end date All employees with editing rights for the Personal data section (or for the section where the attribute is located) yes yes 30 days before contract ends + not yet planed absence days
Payroll All employees, who have access rights to the payroll yes yes in the morning of the day to remember

 

Roles Reminders

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard 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

Please note that custom reminders appear by default on the dashboard of all recipients of the reminders. Reminders scheduled to be sent before or on the same day as an event remain on the dashboard until one day after the respective event. Reminders scheduled to be sent after an event are automatically removed from your dashboard after a week from the date they are first shown.

If you do not want a reminder to disappear from the dashboard automatically after the previously mentioned deadlines, you can mark it as a To-doTo-dos are displayed until they are actively confirmed.

 

Onboarding

 

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard 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 From the due date on, daily

Open To-dos are displayed on the dashboard of all responsible employees but, as soon as one of the responsible person has marked the to-do as completed, they are also removed for all others.

 

Offboarding

 

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
Open To-dos Responsible person yes (7 days before the due date) no  
Reminder for overdue To-dos Responsible person yes yes from the due date on, daily

Open To-dos are displayed on the dashboard of all responsible employees but, as soon as one of the responsible person has marked the to-do as completed, they are also removed for all others.

 

Performance Management

 

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
Performance Meeting Requester & Employee no yes immediately
Performance Feedback Employee & Supervisor of the Employee no yes immediately

 

Recruiting

 

Trigger of the notification Who will be notified? Notification type When will the email be sent?
Dashboard Email
Recruiting email (Unassigned messages) All employees with editing rights for Recruiting section no yes

immediately

New applications, messages, comments, feedback-messages and evaluations Configurable for each recruiting role (Learn here how to configure recruiting roles) no yes

immediately

Collect feedback The requested employee yes yes

immediately

If you do not want to be notified for certain events via email, you can deactivate this individually. To do this, navigate to Personal settings > Notifications.

personnal-settings-notifications_en-us.png

 

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