Notifications and Tasks in Personnel Administration

We are updating Help Center articles to reflect changes to Personio that improve the user experience. You may notice differences between the article content and your Personio application during this update process

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.

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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
(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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
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?
Trigger of the notification	Who will be notified?	Task	Notification	Email	When will the email be sent?
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.