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Note: We’re updating the Settings area. The steps, navigation paths, and visuals in this article may look different in your account.

Create reminders

This article explains how to set up one-time and recurring reminders in Personio to help ensure that you never forget important events. Reminders are notifications displayed in the inbox. You can create:

  • Role specific reminders, for any employee with a specific role
  • Reminders for yourself
  • Reminders for other specific employees

You can create reminder workflows for any of the following events, which are already set up in the system:

  • Birthday
  • Contract ends
  • Hire date
  • Last day of work
  • Last salary change
  • Next time off
  • Probation period end
  • Termination date
  • Visa expiry date

You can also create a reminder workflow triggered by any custom attribute of the type Date.

Before you start

  • For employees to create reminders, grant them edit rights for People data > Employee Notes. 
  • Employees with a specific role can only receive reminders for attributes that they have at least viewing rights for.

Create role specific reminders

To create a reminder for a specific employee role, follow the steps below.

  1. Go to Automations and click the Reminders tab.
  2. Click Create reminder.
  3. Choose the role you want to notify.
  4. Select the trigger event, the date the reminder is based on from the About dropdown. This can be any date in Personio, like date of birth, hire date, contract end date, etc.
  5. Choose which employees the reminder should be about:
    • All employees: All active employees in Personio.
    • My reports: All employees whose direct or indirect manager is in the selected role. 
    • My direct reports: Employees whose direct manager is in the chosen role.
    • Custom: A specific group defined using filters (for example, a specific legal entity). If you select own, each role member only receive reminders for employees who match the role member’s own value for that filter (for example, the same legal entity).
  6. Choose how many days or weeks before or after the trigger date the reminder should be sent.
  7. Select whether the reminder should expire automatically or manually. 
  8. Optional: select the Repeat every year checkbox to send the reminder annually.
  9. Optional: add a description for the recipients.
  10. Click Save.

Manage role specific reminders

Edit a role reminder

To edit a role specific reminder already set up, follow these steps:

  1. Go to Automations and click the Reminders tab. 
  2. Select the role from the dropdown menu. The reminders created for that role appear.
  3. Click the a reminder to edit it. 
  4. Make all necessary changes to the reminder then click Save.

Delete a role reminder

To delete a role specific reminder, follow these steps:

  1. Go to Automations and click the Reminders tab. 
  2. Select the role from the dropdown menu. The reminders created for that role appear.
  3. Find the reminder you want to delete and click the three dots icon > Delete reminder.
  4. Confirm the deletion. 

Create reminders for yourself

You can create reminders for yourself about events happening for other employee groups. Follow these steps:

  1. Click your name in the bottom left-hand corner.
  2. Click Personal Settings. Click  Reminders.
  3. Click Add a personal reminder.
  4. Fill out the information in the drawer as you would for a role-specific reminder.
  5. Click Add.

Keep in mind that, when you create a personal reminder for an attribute that applies to all employees, you will only receive a reminder for the employees whose information you are authorized to access.

To find out how to configure relevant permissions, read our General Access Rights article.

Employees can set personal reminders about events happening for other employee groups via Personal Settings > Reminders. The Reminders area in Personal Settings shows personal reminders and role reminders that apply to that employee.

Create reminders for specific employees

To set a reminder for a specific employee:

  1. Go to the relevant employee profile and click Reminders.
  2. Under Add a reminder, select the appropriate Reminder date.
  3. Enter a Note to provide additional information.
  4. Click Add.

This creates an individual reminder for any date you choose, without referencing a specific attribute.

Note:
To see the Reminders tab, employees need viewing rights for the Manage Accounts section.

Reminder notifications

By default, Personio displays reminders in the inbox, which is accessible from anywhere in the tool at the top of the main menu bar. At the defined time for the reminder, the relevant entry for the trigger event appears in the inbox of all employees who are set up as reminder recipients. You can also email them a notification.

  • Reminders scheduled to be sent before or on the same day as an event remain in the inbox until the day after the event.
  • Reminders scheduled to be sent after an event are automatically removed from the inbox a week after it was sent.

Note:
Yearly reminders must be set for less than 365 days before the event date. Setting a reminder one year or more in advance causes the notification to trigger on a different date each year, rather than on the event's anniversary. 

Next steps

For more information about the inbox, visit our article on the Personio Inbox.

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