In order 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 Information tab.
Our Helpcenter article Best Practices: Sections and Attributes contains an overview of additional employee sections and attributes which have proven useful, together with helpful examples.
Adding Sections and Attributes
To create, edit, or delete sections and attributes, go to Settings > Employee Information. The left side of the screen shows a list of all of 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 Predefined 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 attribute in the selected section. Please note that this action can only be performed in the company language set in Settings > Company > Company information. Name the attribute and select an attribute type.
The following attribute type options are available for selection:
|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 length of the text field is unlimited.
|Number (integer)||Numbers without decimal places, such as the Personalnummer.|
|Number (up to two decimal places)||Numbers with one or two decimal places, such as the child allowance and monetary or percentage amounts (you determine the number of decimal places in the settings, under Edit.)|
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.
Links allow you to, for example, store your employees' LinkedIn or Xing profiles.
|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.
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.
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.
Arranging 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.
When moving an attribute, be aware of the access rights applicable to the new attributes section. If an attribute is moved to the Public profile section, for example, it may be displayed to all employees.
Translating Custom Sections and Attributes
Predefined sections and attributes are created in several languages and are available in English, German, Spanish and French. For custom sections and attributes, you can upload your own translations into the above languages as required.
Please note that it is currently not yet 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 languages menu. If no translation has yet been added 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 their profiles' Personal settings.
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.
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