Assigning and Managing Onboarding Processes


This article explains how you can assign onboarding templates to individual employees and manage the templates you have assigned.

Please note that not all employees have the default settings that allows them to see other employees with the status Onboarding. To be able to find other employees with this status in the Search bar or in the Employee list, an employee must have at least viewing rights for the Public profile and HR information sections. You can find further information about this here


Assigning an Onboarding Template

Navigate to the Offboarding tab in the relevant employee’s profile and select one of the onboarding templates previously created.


Once you have allocated a template, a list of all required onboarding steps is displayed, together with their relevant deadlines and statuses. If you want employees to see only the steps they are responsible for, make sure to leave the View access right in the Onboarding section deactivated. For further information on access rights, please click here.


Note that once you have assigned an onboarding template to an employee, they will receive notifications regarding pending tasks (see Notifications About Onboarding To-Dos).

Please note that the status and information stored in a template are deleted if you delete or reassign the template.



Notifications About Onboarding To-Dos

Seven days before a deadline expires, Personio sends a first notification email to all employees responsible to complete the respective onboarding step, and creates a relevant to-do in their Personio home section. Another email reminder is sent by Personio two days before the deadline expires. If any onboarding to-dos become overdue, the responsible employees receive daily email reminders.



Managing an Onboarding Template

Employees complete the steps of an onboarding template they are responsible for. Once an onboarding step has been completed, the responsible employee can click on the green Mark as completed button to update its status.


The following four statuses are available in the onboarding list:

  • Red: Pending and delayed
  • Yellow: Pending on time
  • Grey: The step is not required and is skipped/ignored
  • Green: Completed

Onboarding steps can be saved any number of times until the entire process is completed. Note, however, that steps can no longer be edited once they have been marked as Completed in the onboarding template.


Employees with Edit rights for the Onboarding section can click on the status to mark individual steps as Skipped or Completed in the Onboarding template.



Finalizing Onboarding Processes

Users who have, at minimum, viewing rights for the Onboarding section, can see on their dashboard how many employees are currently in the onboarding process. If you hover your mouse over a particular employee, you can also see how much of the process has been completed in percent.

Click on the area to open a list of the employees concerned. In the Onboarding status column, the current progress is again displayed for each employee.  You can bulk-edit the list and use the action Complete onboarding process to finalize the respective processes of employees who, for example, may have had pending to-dos for some time and never fully completed their onboarding in their profile.


The employee list provides you with a comprehensive overview of the current status of your employees' onboarding processes. To access the list, first navigate to the three dots on the upper right corner. Then select Customize columns and select the attribute Onboarding status.

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