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Summary of permissions

This article lists the different permission sections and options available in Personio, which let you set up specific access rights for your employees.

Tip:
If you're new to setting up employee roles and permissions, start by reading the Overview of permissions and employee roles article. It covers the basics of permissions and how employee roles function. 

People data section

Personal data

This section refers to the Personal information tab in the employee profile. It includes access to profile pictures, last login date, and email invite status. All the profile sections you create are in this section. You can set different permissions for each section.

View Propose Edit 
The employee can see the profile section, including its attributes, in the Personal information tab. The employee can submit changes to the attributes in the respective profile section  for approval. These changes can be either immediate or scheduled changes. The employee can submit changes to the attributes in the respective profile section. These changes can be either immediate or scheduled changes.

 

Salary information

This section refers to the Salary tab in the employee profile.

View Propose Edit

The employee can see the Salary tab.

They can see salary-related columns in the people list, except Salary band and Compa-ratio. You can configure access to these under Jobs > Salary band.

 N/A

The employee can make changes in the Salary tab.

Editing of salary bands requires account management permission for the Job architecture & catalogue. 

 

Attendance data

This section refers to the Attendance tab in the employee profile.

View Propose Edit 

The employee can access these in view mode:

  • The Attendance tab
  • The Time off & Attendance section

The employee can only use a shared device to track their time.

The employee can track time using:

  • The Attendance tab
  • The Time off & Attendance area
  • The Time tracking homepage widget 

They can also edit their time entries in the Time off & Attendance section, unless you apply time tracking restrictions.

Your company might use approvals for time tracking. If it does, Personio sends each time entry for approval when an employee tracks or edits it.

The employee can:

  • Enter working hours in the Attendance tab and skip approval.
  • Delete time entries.
  • Bypass time tracking restrictions.
  • Change work schedule and overtime balance.
  • Assign attendance policies and work schedules.

Even with edit rights, employees can't approve attendance requests. You must assign them as approvers in the approvals settings.

 

Documents

This section refers to the Documents tab in the employee profile. You must configure separate permissions for each document category.

View Propose Edit
The employee can download documents to the Documents tab. The employee can upload documents to the Documents tab.

The employee can:

  • Upload, edit, and delete documents.
  • Create documents using document templates. 
  • Request electronic signatures for documents. 

 

Onboarding

This section refers to the Onboarding and Offboarding tab in the employee profile. By default, employees can see and complete their on/offboarding tasks.

View Propose Edit 
The employee can see all the on/offboarding steps from the on/offboarding template. N/A The employee can assign, edit, and delete on/offboarding steps from the template.

 

Manage accounts

This section controls access to Personio account management features. It refers to the information you see when you click the three-dots icon in the employee profile. The options that appear depend on permissions. Employees can always send their own password reset email regardless of the permissions they have. If you want employees to access the account management information, grant them view rights to this section and view rights for at least one section under Personal data.

Within the menu, there are different options:

  • Set a reminder: takes you to the Reminders tab to create a new reminder for that employee.
  • Schedule leave and Terminate employment: to see these options, grant edit rights to the section that has the Status attribute.
  • Delete profile: only Administrators can see this option.

Manage accounts

View Propose Edit 

The employee can:

  • See account status (for example, the last login).
  • Access the Reminders tab to see an overview of reminders.
  • Create reminders that don't relate to an attribute.
 N/A

The employee can:

  • Reset the 2FA code.
  • Invite other employees by sending email invitations.
  • Resend invitation emails.
  • Send password reset emails for other users

 

Reset password

View Propose Edit 
N/A N/A The employee can reset the password of other users from within their account.

 

Data exports

This section refers to the data exports from the People List.

View Propose Edit 
N/A N/A

The employee can only export data they have access to.

Time off

This section refers to the Time off tab in the employee profile. All the time off types you create are in this section. You can set different permissions for each of them.

View Propose Edit 

The employee can see the time off type and color in the Time off tab and the Team Calendar.

The employee can also see their balance in the Time off tab.

The employee can request, update, and delete time off in the Time off tab.

Proposed actions need approval.

The employee can:

  • Request, update, and delete time off in the Time off tab and skip approval.
  • Approve or reject approval requests from other employees without being an approver.

Even with edit rights, employees can't update time off policies. They need edit rights to Time off/Balance history.

 

Employee history

This section refers to the History tab in the employee profile.

Employees can see and edit the date of an attribute change if you grant them permissions. To do this, grant permissions to the respective attributes in the Personal data section.

View (Overview) View (Detail View) Edit (Detail View)
The employee can access the History tab. The employee can see a list of past attribute changes in the History tab. The employee can edit the date of an attribute change.

 

Time off / Balance history

This section refers to the Activity and Policies tabs in the employee's Time off tab.

 

View Propose Edit
The employee can see all the accrued days and manual adjustments made since the hire date. N/A

The employee can:

  • Adjust time off balances.
  • Assign time off policies to existing employees.

For both actions, the employee needs propose rights for the relevant time off type.

 

Payroll

This section refers to the Payroll area in Personio. This section includes four subsections. You can set individual permissions for each legal entity within these subsections.

View Propose Edit 

The employee can:

  • Access the Payroll area from the main navigation bar in Personio.
  • See the payroll overview for the selected companies.
  • Download payroll documents.
 N/A

The employee can:

  • Edit the payroll overview for the selected companies.
  • Approve the payroll.
  • Generate the export.
  • Manage any documents.

Employees with edit rights can't create new payroll groups or customize table columns. Only an Administrator can do this.

 

Employee notes

This section refers to the Notes tab in the employee profile. 

View Propose Edit 
The employee can see the Notes tab and all notes in it.  N/A
  • The employee can add and delete employee notes in the Notes tab. 
  • Create reminders from their employee profile.

 

Custom Reports

Tip:
Learn about granting employees access to reports.

 

Performance

This section refers to Performance in Personio. It has three sections:

Continuous Feedback and Performance Notes

View Propose Edit 
N/A N/A

The employee can:

  • See continuous feedback received by all employees.
  • Create performance notes for all employees.
  • Edit and delete only the notes they have created.

Employees can never see, add, or edit performance notes about themselves. This restriction applies regardless of the settings.

 

Cycles and Cycle Reviews

View Propose Edit 
N/A N/A

The employee can:

  • View and edit the cycles they are participating in.
  • Only access the reviews shared with them.
  • Allow the sharing of manager reviews from their manager and access them.
  • Request peer feedback about themselves.
  • Create performance review cycles. They can only manage the cycles they have created.
  • See and unlock performance reviews assigned to all employees.

Note that only Personio Administrators can edit or archive all cycles. Employees with the above permissions can only edit or archive the cycles they have created.

Goals

View Propose Edit 
N/A N/A The employee can create, edit, and delete goals and organizational goals for everyone.

 

Training

This section refers to the Training area in Personio.

Course Management

View Propose Edit 

N/A

 N/A
  • Employees can create and manage courses for everyone in the organization.
  • Employees can create and manage training sessions for everyone in the organization.
  • Employees can add external courses for everyone from the Course catalog.

 

Training Record

View Propose Edit 

N/A

 N/A

Own

The employee can add external courses to their training record.

 

Reporting line

The employee can add external courses to their reports' training records.

Employees with edit rights to training records can edit external courses they create. They can do this unless participants who are not the course creator and their reports join. If this happens, only employees with course management rights can edit the course.

View Archived Attributes

View Propose Edit 
Users can see archived attributes in the Personal Information tab. They need permission to view the section where the attribute is. N/A N/A

 

Jobs

This section refers to the Job architecture and catalog area. 

Job family

View Propose Edit 

The employee can see the Job family by going to the employee profile and selecting the Personal Info tab. Then, go to Job Details.

They can edit these details with at least view rights in People data > Personal data.

 N/A N/A

Job tracks

View Propose Edit 

The employee can see the Job tracks by going to the employee profile and selecting the Personal Info tab. Then, go to Job Details.

They can edit these details with at least view rights in People data > Personal data.

 N/A N/A

Job levels

View Propose Edit 

The employee can see the Job levels by going to the employee profile and selecting the Personal Info tab. Then, go to Job Details.

They can edit these details with at least view rights in People data > Personal data.

 N/A N/A

Salary band

View Propose Edit 
The employee can see their own and others’ Salary bands, and Compa-ratios in the employee profile or in the people list. N/A N/A

Configurations section

Recruiting

This section refers to Recruiting in Personio. 

You can involve an employee in parts of the application process. For example, you can invite them to a specific candidate interview. To do this, you need to grant them permissions to the Recruiting section.

View Propose Edit 
The employee can access Recruiting from the main navigation bar in Personio. They can see all the open jobs and candidate profiles. They can also filter applications by phase. N/A The employee can add and edit open jobs, candidate profiles, and unassigned messages. They can generate the application data export.

 

Home

This section refers to the homepage in Personio. 

View Propose Edit 
N/A N/A The employee can write, archive, and delete company-wide announcements.

 

Account configuration

This section refers to the Personio settings. It has subsections, and you can set the permissions for each one.

View Propose Edit 
N/A N/A The employee can see and edit all information within the corresponding settings section.

Permissions needed to set up and monitor integrations

To set up and monitor integrations, you need these permissions:

  • Configurations > Account Configuration > API
  • Configurations > Account Configuration > Marketplace Integration
  • Configurations > Account Configuration > Legal Entities

What you can and cannot do without these permissions

If you're missing the API and Marketplace integration permissions:

  • You cannot access Marketplace > Connected integrations to monitor integrations.

If you're missing the Legal Entities permission:

  • You see an error message when you navigate to Marketplace > Connected integrations. 
  • You can still access the Marketplace to browse available integrations.

Recommended setup

You can set up a Marketplace integration without the API permission. However, you cannot monitor the integration's performance or troubleshoot issues via Marketplace > Connected integrations.

We recommend granting all three permissions to any user who sets up integrations. This ensures they can both configure and monitor integrations.

Note:
API requests from custom integrations use the integration's API credentials and access rights. Employee role permissions don’t restrict what a custom integration can retrieve via the API. Learn how to generate and manage API credentials. 

Integration options by subscription plan

The integrations you can create depend on your subscription plan:

  • If you're on Core: you can only set up Marketplace integrations.
  • If you're on Core Pro: you can set up Marketplace and custom integrations. Only Core Pro users can see the Create custom integration option.

Add new employee

Create employee profile or rehire an existing employee

View Propose Edit 
N/A N/A The employee can create a new employee profile using the Add employee option in the People List.

Assigning roles to employees

View Propose Edit 
N/A N/A

The employee can add and remove roles in the Roles tab of individual employee profiles. 

Adding or removing roles in bulk through the People List is available to Administrators only.

Delete employee profile

This section refers to the option of deleting an employee profile via their profile. These permissions apply to the set of employees defined by access areas.

View Propose Edit 
N/A N/A The employee can delete an employee profile.

 

Org chart view

This section refers to the Org Chart in the People List.

If you want employees to see other employees in the Org Chart, grant them permissions. Do this by providing access to Personal Data > Public Profile. They also need permissions to certain sections to use filter options. Examples include legal entity, department, and workplace.

To see employees on leave, you need to grant permissions to the section that has the Status attribute.

View Propose Edit 

The employee can access the Org chart via the People List.

 N/A N/A

 

Imports

The data imports section has subsections for different import types. You can configure permissions for each import type to control which employee roles can perform specific imports.
 

  • To access the data import section, users need edit access to at least one import type. 
  • To perform specific imports, users need edit access for the relevant import type, such as Time off periods. Users also need edit permissions for the data they are importing. For example, when importing employee data, users also need edit permissions for People data and the specific profile sections where the employee data attributes are. For detailed permission information for each import type, see the individual import articles.
  • If you have permission to import data for a specific import type, you can only import data for employees you have access to in People data. Document imports don't follow this rule. Users with Document import permission can only import for all employees. It’s not possible to limit the document import to specific employee groups.
View Propose Edit 
N/A N/A

The employee can perform the corresponding import.

 

Automations Overview

This section refers to the Automations area.

View Propose Edit 

The employee can:

  • Access the Automations area from the main navigation bar in Personio.
  • See most features. They can't see the Active signature widget and the settings icon within each widget.
 N/A N/A

 

Conversations

This section refers to Personio Conversations.

To grant employees full access to Conversations, create a “Conversations Expert” custom role. Add employees to this role and invite them as users within Conversations.

View Propose Edit 

The employee can:

  • Access Conversations from the main navigation bar in Personio.
  • Receive and work on employee workplace requests in Conversations.
 N/A N/A

 

Custom Workflows

This section refers to the Workflows and Activity tabs in the Automations area.

Creating and managing Custom Workflows

View Propose Edit 

N/A

 N/A

The employee can:

Monitoring Custom Workflows

View Propose Edit 

N/A

 N/A

The employee can:

Performance settings

This section refers to the Performance > Manage area in Personio.

View Propose Edit
N/A N/A

In Performance > Manage, the employee can:

This option doesn't give access to the general settings in Personio.

 

Compensation Management

This section refers to Compensation Management.

View Propose Edit 
N/A N/A

The employee can:

  • Access Compensation from the main navigation bar in Personio.
  • Set up, run, and end compensation review cycles.

Subscription Management 

This section refers to the Subscription and Billing area. Learn more about managing your Personio plan.

View Propose Edit 
The employee can view the current subscription in the Subscription and Billing area. N/A The employee can view and edit the current subscription in the Subscription and Billing area.

Surveys

This section refers to Surveys. Learn more about survey permissions.

Survey creation

View Propose Edit 
N/A N/A

The employee can:

  • Create their own surveys.
  • See their survey results.
  • Grant other employees access to edit and collaborate on a survey they created. Do this by selecting a Survey Admin.
  • Grant other employees access to see and manage the results of a survey they created. Do this by granting full results view permissions.
  • Revoke Survey Admin or full results view permissions to their survey.

 

Themes

View Propose Edit 
N/A N/A The employee can add themes to the surveys they have access to.

Reports

Tip:
Learn about granting employees access to reports.

Planning 

This section refers to the Position Management feature. You can find this in the Planning area.

Position list

View Propose Edit 
The employee can view the positions created through the Planning area. N/A The employee can view, edit, and create new positions through the Planning area. To do this, they also need at least view rights to Job architecture and catalog.

Recruiting metrics

This section refers to the Metrics tab in the Recruiting app. It is possible to grant an employee exclusive access to the Metrics tab. For example, you might want a senior manager to have access to metrics in Recruiting, but not to jobs and applications.

There are seven sections in the Metrics tab and each contains different charts. You can define permissions for these sections individually.

View Propose Edit 
The employee can see the Metrics tab and inspect the underlying data. However, the specific underlying data items (for example, applications) will be hidden. N/A The employee can see the Metrics tab and inspect the underlying data. The specific underlying data items (for example, applications) will be visible.

Documents hub

This section refers to the Documents hub, an area containing all the documents your organization has stored in Personio. Administrators have access to this area by default. 

View Propose Edit 
The employee can access the Documents Hub. The documents they can see and action depend on their document category permissions, not on which employee profiles they can access. N/A

N/A 
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