Personio Assistant is an AI-powered chatbot integrated within Personio. It provides data-driven insights about your organization and answers questions about Personio, improving your HR management experience. Personio Assistant can help spot trends, highlight areas of concern, and suggest ways to improve HR practices, acting as a partner for a variety of your HR-related tasks.
Access to this feature will roll out to customers gradually. If you'd like immediate access, contact your Account Manager.
Capabilities
Analytics and reporting
By pulling relevant HR data and analytics from Personio, it can:
- Provide actionable insights that help you to make data-driven decisions for your HR strategy.
- Create custom reports with interactive and shareable charts or tables.
- Answer common questions you have about your employees faster.
- Help with follow-up tasks like drafting emails or social media posts based on the data it provides.
Personio Assistant uses available attributes and data within Personio to provide insights that can include but are not limited to:
- Workforce metrics (headcount, office distribution)
- Attrition and employee turnover
- Employee retention and tenure
- Absenteeism rates
- Capacity and resource distribution
- Salary and compensation
See a list of example questions to ask Personio Assistant.
Note:
Personio Assistant is currently in Beta phase and can make mistakes, so always verify answers. Your feedback is valuable and helps it to improve.
Personio support
With an in-depth knowledge of Personio's capabilties, it can:
- Answer questions about Personio's features and how to use them.
- Help troubleshoot issues in Personio with step-by-step instructions and summarized info from the Help Center.
- Include links to resources for more information.
Personio Assistant does not have direct access to comprehensive HR knowledge or the ability to independently research HR topics. It does not have in-depth, country-specific knowledge of HR laws, regulations, and best practices and does not substitute for consulting actual HR experts, labor law resources, or authoritative government sources.
Personio Assistant
Access Personio Assistant
Personio Assistant will gradually roll out to customers who opt-in to the New Personio. Select customers who opt in will notice the feature immediately activated. If you have opted in and do not see the Personio Assistant, you can contact your Account Manager for access.
| Administrators |
Once rolled out, Personio Assistant is automatically activated for Administrators who have opted in to the new Personio.
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| Non-Administrators |
Non-Administrators cannot access Personio Assistant during the Beta phase. Once fully rolled out, an Administrator must enable access for them by following these steps:
- Go to Employee roles > Access rights.
- Enable View rights under Configurations > Personio Assistant.
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Note:
Data provided in answers is limited by the user's access rights, which are controlled at the attribute level. Administrators may be able to access advanced analytics and reporting features, while other users may be limited to more basic support and guidance. For this reason, consider enabling Personio Assistant for HR Managers and high-level executives.
Use Personio Assistant
- Select Assistant from the navigation bar.
- Enter a question in the text box and review the response.
- Depending on the response, choose to:
- Provide feedback by clicking Thumbs up or Thumbs down.
- For Insight-related responses, interact with the visuals.
- For Support-related questions, review the linked sources for more information.
- Optionally, ask follow up questions.
- Ask for more details about the response.
- Ask it to write messages describing the information provided (slack post, social media post, outline for slide deck).
Tip:
To clear the chat, click the pencil icon at the top of the Personio Assistant window.
Reports and visuals
You can interact with reports and visuals that Personio Assistant generates:
- Download and share visuals as .PNG or .CSV
- Change chart type
- Filter and sort tables
- Expand for more a more detailed view
- Hover over elements of a visual for more context
- Click the thumbs up or thumbs down to provide feedback about the response
Personio support questions
Opt out of Personio Assistant
To opt out of the Personio Assistant, you must opt out of the New Personio. This removes all other features associated with the New Personio.
Example questions to ask Personio Assistant
| Metric |
Sample question |
| Time off rates |
What is the average number of time off days by job title this quarter?
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| Employee turnover rate |
What is the turnover rate by supervisor for the past year?
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| Headcount |
How has our headcount changed by department over the last 6 months?
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| Hiring |
How many applications have we received by department in the last quarter?
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| Salary and compensation |
What is the average base salary by job level?
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| Tenure |
What is the average tenure by office location?
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| Weekly hours |
What are the average weekly hours worked by employment status?
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Data and privacy
Frequently asked questions
How does Personio Assistant work?
Personio Assistant uses machine learning and Large Language Models (LLMs) to understand queries in multiple languages, get access to the right data that you need to answer the question thoroughly, and then provide an answer, insight, and relevant graph.
What is input data?
“Input” means questions or information which may include personal data as submitted by the customer to Personio Assistant for processing.
What is output data?
“Output” means any responses generated by Personio Assistant and presented back to the customer as a result of using Personio Assistant based on Input provided to Personio Assistant by the customer and which may or may not contain personal or business data or other questions asked to Personio Assistant as Input.
What data is Personio Assistant accessing in Personio?
Personio Assistant only accesses data that is uploaded to Personio and used for reporting purposes. Personio Assistant also uses any information provided with the Input.
Does Personio Assistant comply with access requirements that are in force in Personio?
Yes. Personio Assistant enforces access requirements as set up in Personio. For this purpose Personio utilizes existing access rights management (ARM) that match existing services like analytics and reporting. Each API call only returns data that matches that specific user and companyId combination. In other words, an admin asking about headcount growth will see the full company whereas a manager will only see their team's hires/attrition and an employee with no access rights to analytics and reporting will not receive an answer.
Who owns the personal data and the output created by Personio Assistant?
Any Output generated by Personio Assistant and presented back to the customer as a result of using Personio Assistant based on Input provided to Personio Assistant by customer and which may or may not contain Data or other questions asked to Personio Assistant as Input is customer data.
What is the technical set-up of Personio Assistant?
Personio uses an LLM model for the processing of requests that customers send to Personio Assistant. The LLM model is hosted by Personio on its AWS Servers in the EU using AWS Bedrock. For the technical set-up please refer to the “Sequence Diagram” set out below.
Is the use of Personio Assistant mandatory?
For the Beta release the use of Personio Assistant is optional. At a later stage, Personio Assistant may become mandatory as a feature of the Core Products Personio offers to customers.
Does Personio have a DPA (SCC) concluded with AWS for Bedrock
The use of AWS Bedrock is already covered under the existing Standard Contractual Clauses concluded between Personio and AWS Sarl. The information for AWS Sarl as a sub-processor in Personio has been complemented to now also cover “LLM Hosting”/”AWS Bedrock”.
Why were customers not informed about this new sub-processor AWS Bedrock?
Clause 7.3 of our DPA requires Personio to inform customers about the removal or adding of a new sub-processor 14 days prior to the change. In the case of AWS Bedrock, it is an existing sub-processor so no notification under this provision was required. Personio only relies on a service that is already included by the service agreement concluded between AWS Sarl and Personio.
Is the data leaving the EU?
No. The LLM used by Personio Assistant is hosted by Personio in its own AWS servers using Bedrock. The same server location and hosting area applies as for AWS.
Can I opt-out from Personio Assistant?
Yes, Personio Assistant is an opt-out feature. To ‘opt-out’ of Personio Assistant, you can opt-out of the Q1 moment or disable the Personio Assistant in access rights in settings.
Does AWS Bedrock or the LLM Model store any personal data?
No. Personal data is not stored by either AWS Bedrock or the LLM Model . There is a zero storage policy in force with AWS Bedrock.
Is our personal data used for training?
No. Neither Input data or Output data produced by customers is used for training purpose by Personio or any other third party. Also Input data and and Output data is not shared with any other third party except for AWS Bedrock.
Does Personio store any data in relation to the use of Personio Assistant?
Yes. Personio stores Input and Output data for quality assurance and improvement of our services. This is not for training. Also, if customers do not want Personio to use their Input and Output data for quality assurance they can request an opt-out.
Is Personio Assistant subject to the requirements of the EU AI Act?
Personio Assistant does not qualify as a high-risk system within the meaning of the EU AI Act. However, Personio Assistant is considered a “Limited Risk AI Systems”, which are AI applications like chatbots or content generation. The fact that Personio uses LLM to provide this feature does not change this assessment. Personio only fine-tunes the LLM Model, but does not build its own LLM to be used by Personio customers. Thus, Personio must comply with transparency requirements of the EU AI Act.
Is Personio Assistant making decisions for me?
No, there is no AI-only decision making that happens. We provide insights and information only as an assisted tool for employees to make better decisions, but humans are the ones making all decisions.
Are there specific data protection requirements?
No. The DPA concluded between customer and Personio remains fully applicable. Customer acts as controller and Personio as processor.
Who is responsible for the accuracy of output data?
Personio Assistant only accesses data that is provided by customers and uploaded to Personio. Thus, customers are solely responsible that the data Personio Assistant uses to produce Outputs is accurate. In any case, all Output shall be reviewed by users and customers.
Are there any risks or limitations in using Personio Assistant?
Artificial intelligence and machine learning technologies have known and unknown risks and limitations. The customers are solely responsible for (i) developing their own internal policies regarding the appropriate use of Personio Assistant technologies and training other users on their account on such policies, (ii) providing transparency and explainability notices and obtaining all necessary consents required by Applicable Laws and internal policies, and (iii) implementing sufficient human oversight for the use of Personio Assistant.
Who has access to Personio Assistant?
Access is only granted to Admins of customers. Admins of customers manage for every customer which employee is getting
access to Personio Assistant.