This article provides an introduction to the Personio Inbox. The Inbox is a central location to manage your work in Personio. It helps you stay organized by combining your notifications and tasks into one place. Click an item to find more details, make informed decisions, and complete your work without leaving the Inbox.

Access the Inbox

Inbox widget

The Inbox widget on your homepage shows your five most-recent work items. You can review and action them directly from the widget, or click View all to open the full Inbox.

Full-page Inbox

Click the Inbox icon on the navigation bar to view all your work items. This opens a comprehensive list, including each item’s status, due date, and flags for urgent or overdue tasks. Unread items, or those that haven't been clicked, have a light blue background. Use sorting and filtering options to focus on specific types of work, and arrange items to fit your needs.

Mobile app

The Inbox is available on the mobile app and contains all the same items as the desktop version. Tap the Inbox icon in the navigation bar. Changes sync between mobile and desktop.

Notifications and tasks

Notifications

Notifications provide important information and alert you about one-off events. They don’t require any action, and are often triggered by reminders or workflows. Once you review a notification, you can dismiss it to remove it from your Inbox.

If the notification or reminder was sent to a role, each role member can dismiss it individually. Doing so does not remove the reminder from any other role member's Inbox. Notifications automatically disappear after 180 days.

Example notifications: Birthdays, your time off request was approved, a colleague has accepted or rejected your substitution request, a report is ready for download, or a document has been uploaded to your profile. 

Tasks

Tasks require action and stay in your Inbox until completed or deleted. They can require two types of action: 

• Review and update information: these tasks require you to enter or change data in Personio. They're often triggered by different areas like Performance, Automations, or Recruiting. Click a task to see its details and complete it.
• Make approval decisions: these tasks require you to approve or reject requests related to attendance, time off, or employee profile changes. Only users assigned as approvers see these tasks. You can review key details and make decisions directly in the Inbox. The Inbox groups similar approval items for bulk action.

If a task is assigned to a role, only one member of the role needs to complete it. Once one member marks it as complete, it disappears from all other role members' Inboxes. Onboarding and offboarding tasks expire after three months overdue. They then disappear from the Inbox. 

The table below outlines the tasks users can receive depending on the area of Personio.

Sort and filter in the Inbox

Sort and filter to view specific types of items, and arrange them in an order that works for you. You can change the default views by selecting the pin icon next to an option in each dropdown menu.

Tip:
You can save specific views to open your Inbox with preset filters in the future. This is useful when frequently handling specific request types. Click Views > Save current view. 

Manage items in your Inbox

Bulk actions and grouping

The Inbox groups items based on type and employee ID, so you can apply bulk actions. For example, approve multiple time-tracking requests from the same employee with one click to reduce Inbox clutter.

Action an item in your Inbox

1. Open the Inbox. 
2. Optionally, hover over an item and use one of the quick actions that appears to the right.
3. To see more details about the notification or task, click it. 
4. Add any information required, or decide and confirm.

Once completed, dismissed, or expired, items disappear from the Inbox. You can view these items in the Inbox archive.

If a task is assigned to a role, once one member of the role marks the task as complete, it's marked complete for everyone and disappears from all role member's Inboxes.

For role reminders, each member of the role receives the reminder and can dismiss it individually. Doing so does not remove the reminder from any other role member's Inbox.

Archived inbox items

When in your Inbox, you can view all completed items by clicking the View archive button. This opens the Archived items page. 

The archive shows a list of work items you completed, dismissed, or that expired in the last 30 days. To see older items, switch to a monthly view. Use sort and filter options to refine the list. Next to each item is the date it was archived and its outcome (completed, dismissed, or expired).

Triggers for notifications and tasks (including emails)

What triggered a notification or task in the Inbox?

The table below provides the possible triggers for a notification or task appearing in the Inbox. Depending on their permissions, users can manage certain items they receive.

• All Personio users can manage select notifications by going to their name in the bottom left of the navigation bar, then selecting Personal Settings > Reminders or Notifications. 
• Other notifications and tasks can only be managed by Administrators. 

Emails about notifications and tasks

Personio users also receive emails for certain tasks or notifications if email notifications are enabled under the Company settings. Administrators can view and manage these settings for their entire organization:

1. Go to Settings.
2. In the Account & support section, click Company defaults. 
3. Under Default and Settings, enable email notifications.
4. Submit the changes.

Disabling email notifications deactivates all email alerts globally, so Personio won't send emails to anyone in the company. However, Personio always sends users emails to new users invited to Personio, or manually typed and sent emails. For example, providing new users with their Personio login, or Onboarding welcome emails. 

Note:
Personio doesn't send email notifications for attendance approvals or employee data approvals.

Manage emails as an employee

As an employee, you can manage select email notifications. See how to enable email notifications in personal settings.

More information

Learn about the other functions on your Personio homepage.