Employee History

 

The employee history can be used to display changes to historical employee data in Personio.

It can be found in the History tab of the respective employee profile, as long as you have the necessary access rights in employee roles. You can find out here how to create and configure employee roles. In this article you will find information about the individual functions of the employee history.


Overview of Employee History

Below, you will see an example of the history, which you can view by going to the History tab of the employee profile.

Employee_History.png

The following information will be displayed:

  • Period: Shows you the validity period in which a change to Office, Department, Position, Status or Salary has taken place for the employee. A change to any of these attributes or a salary change resets the duration of the period, restarting it from the date of the last change.
  • Editor: Lists everyone who edited the change.
  • Office: Employee’s office during the validity period.
  • Department/Position: Shows the employee’s department and position during the validity period.
  • Salary: Employee’s salary during the validity period.

Please note: Only attribute and salary changes will be taken into account in the employee history; attendance and absence entries will not be considered.

 

Detail View of Employee History

In addition to the overview described above, in Personio there is also the option of showing a detail view of the employee history. This can be viewed by clicking on Detail view in the History tab. However, this function is only available to Administrators. You can find further information on the access rights of this role here.

Employee_History_Detail_View.png

The following information will be displayed:

  • Attribute: Lists all of an employee’s attribute and salary changes.
  • Application date: Specifies the date of the attribute change in the employee profile.
  • Editor: Lists everyone who edited the change.
  • Old value: Original value before the change.
  • New value: Value after the change.
  • Request by: Employee who requested the attribute change.
  • Approved: Employee who approved the attribute change.
  • Creation date: Specifies the date on which the attribute change originated.

You can add retrospective entries to the history via the action button in the upper right corner.

The columns Request by and Approved are only filled in if the Propose right is activated in the Employee data area, which can be found via Settings > Employee roles > Access rights. You can find out more about general access rights for employee roles here.

 

Automatic Adjustment of Attributes When Importing

Independent of access rights, when employee data is imported, the following attributes will automatically be set to the hire date:

  • Children
  • Department
  • Email
  • Employment type
  • First name
  • Gender
  • Hire date
  • Last name
  • Office
  • Position
  • Status
  • Subcompany
  • Weekly hours

Upon import of the fixed and hourly salary, the validity date of the salary payment will be generated as a date in the Application date column.

 

Effects on Reporting

Attribute changes affect reporting. For example, an employee for whom the attribute Department is changed too late will be assigned to their old department in reporting that groups by Department.

These retroactive changes can be corrected via the Detail view of the employee history by editing the column New value and setting the actual date of the attribute adjustment.

 

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