First Steps with Personio (for employees)

This article explains how to activate your Personio account for the first time and describes its general features.

Activate your account

To activate your Personio account, follow the link provided to you in the invitation email from Personio. Register with your email address and choose a password.

Please note that the following restrictions apply when setting a password.

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After successful activation of your account the Dashboard of your Personio account will open. From now on, you can log into your account at any time by navigating to your company's Personio login screen and entering your email address and the password you created before.

Your Login-URL: www.accountname.personio.de

 

General Features

Below we guide you through the most important features in Personio. 

 

The Dashboard

After logging in you will be taken to your dashboard. Alternatively, navigate to the dashboard icon to switch to the home view of your Personio account.

The box My profile provides you a variety of shortcuts to view either your profile, absence tab, attendance tab or any open approvals for your requests.

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In the box My tasks you get an overview of all open tasks and reminders. By clicking on the corresponding notification, you will be forwarded directly to the task.

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The box All approvals provides an overview of all requests waiting for your approval which are either overdue or open.

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Personal Settings

Navigate to Personal Settings at the top right of the screen to set your preferred language. Currently, you have the option to choose between German and English.

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Furthermore, you can decide for which events you want to receive Dashboard ToDos and email notifications.

In the section Reminders, you can see which reminders have been pre-defined for your role. In addition to that, you are able to create personal reminders here. 

Lastly, you can set up your email signature in case you are involved in recruiting processes.

 

Your Employee Profile

Personio offers employees significant advantages: Your Employee Profile doesn’t just manage your personal data, but also simplifies the process of registering your presence or absence at work. 

You can get to your profile either through the box on the dashboard called My Profile or you can navigate to your avatar on the top right corner.

You can start to make your profile more personal while clicking on the avatar and uploading a picture of yourself. Afterwards, click on Upload and your picture will be saved. 

The Employee Profile includes the categories Personal info, Salary, Documents, Attendance, Absence, Performance, Onboarding, and History. Depending on which of these functions your company uses, you may only see some of these categories.

 

Personal Info

Under Employee Profile > Personal info you will find all the relevant personal information required by your company. Depending on your access rights, you can view or change this information independently or you can propose changes which require approval before they get saved. This way, it is easy to keep your digital personnel file up to date.

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Salary

Under Employee Profile > Salary you get insight into your salary information. By clicking on Salary details you get an overview of your historical salary changes.

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Documents

Under Employee Profile > Documents you can upload and view employee documents based on your access rights. This could include, for example, contracts, certificates, licenses, and diplomas.

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Attendance

Under Employee Profile > Attendance you have the possibility to track your attendance times. Enter the time you started to work and when you left as well as your break for that day. Optionally you can add a comment to record, what you have worked on that day, for instance a certain project. This simplifies timesheet management, especially for employees with an hourly wage. If the status Pending appears, the hours entered need to be approved. If the hours are approved then the status will change to Confirmed.

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Absence

In addition to tracking attendance, Personio simplifies the management of absences. Under Employee Profile > Absence you can apply for and check the status of absence requests. Absence includes sick days, vacation days, as well as company-related absences such as business trips.

To request an absence, select the corresponding type of absence and enter the duration of the absence. You also have the option to designate a substitute for the duration of your absence. Your request is transmitted to your supervisor or another specified employee who can confirm your request.
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After your absence request has been approved you will receive an email notification. Under Employee Profile > Absence > Absence types you can view your entitlement for this year as well as planned and remaining absence days. Please note that planned absence days are already included in absence taken.

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For absence types which require a certificate after a pre-defined number of absence days (eg. sickness), you will receive the request to upload the certificate both, on your Personio Dashboard and via email. You can find uploaded certificates at any time within the document category Absence Certificates of your Documents tab.

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Performance

Under Employee Profile > Performance you can view all scheduled or completed performance reviews or results from feedback meetings. This is especially relevant for employees with performance-related bonuses. In addition, you have the ability to view comments about your performance goals and schedule feedback sessions while clicking on the respective event.

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Onboarding

As a new employee, you can view all onboarding steps that are relevant for you under Employee Profile > Onboarding and keep track of your current onboarding progress. Any current onboarding ToDos are displayed here. In addition, you see deadlines and which tasks still need to be performed to complete the onboarding process. For any open or overdue Onboarding steps you will receive an email notification and you can view them on your dashboard in your tasks.

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Notes

In your Employee Profile > Notes you can add personal notes as well as personal reminders for any date. Whether you can see this section or not depends on your access rights.

 

Calendar

At the end of this article, we want to provide you an overview of the global company-calendar. Navigate to the calendar icon in the main menu on the left-hand side. The Absence Timeline provides a complete overview of all absences you have access to. You can select from different calendars and filters. This way, you can quickly see whether colleagues are available on any given day.

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Besides the Absence Timeline you have the Events Calendar available. It shows your own calendar, including reminders, interview and feedback appointments, public holidays, birthdays, start/end dates or recruiting events. What you are able to see in the calendar depends on the pre-defined access rights.

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Via the button "Export", you can configure which calendars you would like to export in your external calendar application, such as the google calendar for example.

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