This article provides information about attribute types for the employee profile, as well as how to create and store them in sections. Finally, it provides an overview of all employee sections and attributes, which have proven useful, together with helpful examples.
To store information about your employees in Personio, you can create individual employee attributes in your account and group them within sections. The attributes will then be displayed in the employee profile on the Personal info tab.
Add sections and attributes
To create, edit, or delete sections and attributes, go to Settings > People > Employee Information. The left side of the screen shows a list of all the sections. You can create further sections using the Create a section button.
The attributes assigned to the selected section appear on the right. Attributes shown with a gray Preset attribute note are system attributes that cannot be renamed or deleted. All other attributes are user-defined and can be freely edited and deleted.
If you wish to create a new attribute, do so directly under Add an attribute in the selected section. Please note that this action can only be performed in the company language set in Settings > Organization > Company > Company information. Name the attribute and select an attribute type.
Attribute types
The following attribute type options are available for selection:
| Attribute type | Description |
| Standard | A simple text field for short texts such as names, email addresses, ZIP codes, or telephone numbers. |
| Multi-line text field | A multi-line input field in which you can enter longer texts such as comments. The character limit is 2000 characters. |
| Number (integer) | Numbers without decimal places, such as the Employee ID. |
| Number (up to two decimal places) | Numbers with one or two decimal places, such as the child allowance and monetary amounts or percentages (you determine the number of decimal places in the settings, under Edit.) |
| Date |
For each employee's important dates, such as their date of birth or their certificate of study's expiration date, you can create an attribute that is formatted as a date. You can also create reminders for all attributes of this type. Here, you can enable the option Hide year from public. |
| Link |
Links allow you to, for example, store your employees' LinkedIn or Onlyfy profiles. Correctly stored links open directly in the browser window via hyperlink. |
| List of options | Use the List of options attribute format to define options for the selected attribute. Lists ensure that attributes cannot be filled out arbitrarily and thus prevent errors. For attributes of this type, only one of the stored options can be selected. This is useful for yes/no queries, for example. |
| Tags | Also define the available options for multiple selection attributes. However, be aware that several options can be selected simultaneously. This allows, for example, skills such as languages spoken to be entered. |
Tip For the attribute types Standard, Number (integer), and Number (up to two decimals), you can also specify whether the attribute you have created should be used for the unique identification (unique ID) of your employees. To do so, tick the corresponding checkbox. Please note that the system already defines employee email addresses as unique IDs.
Arrange sections and attributes
All attributes can be moved within or between sections using drag and drop. This gives you a free hand to arrange your employee information as you see fit.
Note
If you move an attribute to a new section, you need to be aware of the access rights that are granted for the attribute's new section. For example, if you move an attribute to the Public profile section, it may be displayed to all employees.
Translate custom sections and attributes
Preset sections and attributes are created in several languages and are available in English, German, Spanish, French, Dutch, Italian, Swedish and Finnish. For custom sections and attributes, you can upload your own translations into the above languages as required.
Note It is not possible to store translations of the available options for the attribute types List of options and Multiple selection. This functionality will be added in the future.
Your company's account language always forms the basis for your translations. Your account language is marked as (default) in the top right of the language menu. If no translation has been added yet for an attribute, the attribute appears in the default language in employee profiles.
To add translations for your custom attributes, first select the relevant language from the drop-down menu. Attributes for which no translation has yet been entered are marked with a yellow alert sign.
Click on the attribute you want to add a translation for, enter the translation in the text field, and click on Save. The translation will then be shown in the relevant language selection above the original text in your company language. For employees, the attribute will be displayed in the language they have selected in My Profile > Personal Settings.
Note Sections and attributes can only be added, moved, or deleted in the default language. If your settings are for a different language, both the Create new section and Add attribute buttons are grayed out and these actions cannot be performed.
Best practices
The following table provides an overview of commonly used employee sections and attributes, as well as corresponding examples.
| Section | Attribute | Attribute type | Example |
|
Public Profile |
First name Last Name Gender Sub-company Office Department Position Work phone Mobile phone |
Preset Preset Preset Preset Preset Preset Preset Preset Standard Standard |
John Doe Male john.doe@personio.de Personio Professionals Munich Customer Success CS Manager 089 123789456 089 123789456 |
|
HR Information |
Status Employment type Hire date Contract ends Cost center Supervisor Lenght of probation Weekly hours Children Notice period Personnel number Nationality |
Preset Preset Preset Preset Preset Preset Preset Preset Preset Standard Number List of options |
Active Internal 01/01/2017 31/12/2018 125 Erika Smith 6 months 40 / 40 (100%) Mary, James 3 months 189 Irish |
| Personal data |
Birthday Birth name Place of birth Country of birth Street Number Addition to address Zip code City Private email Onlyfy Skype name Private phone number Food preference Food allergies |
Date Standard Standard List of options Standard Standard Standard Standard Standard Standard Link Link Standard Standard List of options Standard |
>01/01/1980 Doe Munich United Kingdom Sample Street 10 3rd floor left 80634 Munich john.doe@sample.com https://www.linkedin.com https://onlyfy.com/en/ john_doe 089 123456789 Vegetarian Gluten |
|
Payroll information |
Tax identification number Social security number Tax category Marital status Religion Child benefit Further activity Type of health insurance Note Health insurance Child allowance Religion of the spouse Wage tax allowance per year Severe disability Degree of disability Highest level of educational Highest level of education Main / secondary occupation |
Standard Standard List of options List of options List of options List of options List of options Standard List of options Number List of options Standard List of options List of options Standard Standard List of options |
12345678901 80010180D000 1 Married Protestant 0 None Statutory health insurance Sample insurance 0 Protestant 0 No 0 Baccalaureate Master of Science Primary employment |
| Bank details |
Account holder name SWIFT Code Bank name Payment method IBAN |
Standard Standard Standard List of options Multi-line text field |
John Doe ABCDEFG123 Sample Bank Bank transfer IR12345678901234567 |
| Emergency contact |
Name of emergency contact Mobile of emergency contact Relationship to the employee Landline of emergency contact |
Standard Standard Standard Standard |
Erika Smith 0176 0987654321 Wife 089 0987654321 |
| HR Contact |
Contact person Extension number |
Standard Standard Standard |
Maria Maier maria.maier@personio.de 1234 |
| Company pension scheme |
Pension type Total monthly amount Employer share in € Employee share in € Starting date Receiving institution Contract number |
Standard Standard Standard Standard Date Standard Standard |
Direct insurance 180 € 40 € 140 € 01/01/2017 Sample insurance 1234567890-A |
|
Talent management |
Programming languages Languages MS Office |
Multiple selection Multiple selection Multiple selection |
JavaScript, PHP, C++ German, English Word, Excel, PowerPoint |
| Trainings |
First aid course Safety briefing Sales training Product training Rhetoric course Human Resources Management |
Date Date Date Date Date Date |
01/01/2017 23/06/2017 14/05/2017 28/08/2017 11/11/2017 01/03/2017 |
| Languages |
Irish English French Spanish Dutch Italian Portuguese Swedish Finnish |
List of options List of options List of options List of options List of options List of options List of options List of options List of options |
C2 C1 A2 A1 A2 B1 B2 A2 C1 |
|
Skills management |
Self-competence Social skills Methodological skills Management skills Expertise |
List of options List of options List of options List of options List of options |
Good Average Good Average Good |
| Employee Equipment |
Key ID Handover of keys Laptop ID Laptop delivery Smartphone identification Smartphone handover Other hardware Date of issue |
Standard Date Standard Date Standard Date Standard Date |
11 01/01/2020 12345678 01/01/2020 0987654ABC 01/01/2020 Headset, mouse, keyboard 01/01/2017 |
| Tools |
Ticketing HRM PAYROLL Web conference Workflow |
Multiple selection Multiple selection Multiple selection Multiple selection Multiple selection |
Software X, Software Y Personio, Software Z Software 2 Software 1, Software 3 Software A, Software B |
| Clothing sizes |
T-shirt Shoes Pants |
List of options List of options List of options |
XS; S; M; L; XL; XXL 36; 37; 38 XS; S; M; L; XL; XXL |
| Company car |
Brand Model License plate Date of acquisition 1st service after x km 2nd service after x km |
Standard Standard Standard Date Standard Standard |
Volkswagen Golf M-HR-1234 01/04/2020 2000 15000 |
| Vacation/ long-term absences |
End date of parental leave |
Date |
31/08/2020 |
| Anniversary |
1-year anniversary 5th anniversary 10th anniversary |
Date Date Date |
01/04/2021 01/04/2025 01/04/2030 |