The Employee History

 

To view the change employee data over time in Personio, you can use the employee history.

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

Overview of the Employee History

Below you can see an example of an employee history, which you can access in the employee profile under the tab History .

employee-history-1_en-us.png

The following information is reported:

  • Period : Shows you the validity period in which a change has taken place for the employee with regard to Location, Department, Position, Status or Compensation. 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.
  • Change by : Lists everyone who edited the change.
  • Office : Shows which office the employee is assigned during the validity period.
  • Department / Position : Shows the department and position of the employee during the validity period.
  • Salary : Shows the salary of the employee 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 the Employee History

In addition to the overview described above, Personio offers the possibility to display a detailed view of the employee history. You can access it by clicking on Detail View in the History tab.

employee-history-2_en-us.png

The following information is reported:

  • Attribute : Lists all attribute and salary changes for an employee.
  • 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 change.
  • New value: Value after change.
  • Requested : Specifies which employee made the attribute change request.
  • Approved : Specifies which employee approved the attribute change.
  • Creation daate: Indicates the date when the attribute change was initiated.

You can manually add retrospective entries to the history using the action button in the top right-hand corner.

The columns Requestedand Approvedare only filled in if the Propose right is activated under Settings > Employee roles > Access rights in the area Personnel data. You can find out more about general access rights for employee roles here.

 

Automatic Adjustment of Attributes during Import

Regardless of access rights, the following attributes are automatically set to the employment date when importing employee data:

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

When importing the fixed and hourly salary, the validity date of the salary payment is specified as the date of the Application date column.

 

Impacts on Reporting

Attribute changes affect the reports. 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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