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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 absence
  • Probation period end
  • Termination date
  • Visa expiry date

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

Create role specific reminders

To create a reminder for a specific employee role, follow the steps below. Remember that employees with a specific role can only receive reminders for attributes that they have at least viewing rights for.

  1. Go to Settings > People > Employee Roles.
  2. Under Roles, select a role and click Reminders.
  3. Click Add role reminder.
  4. In the Remind dropdown menu, select the employee role that should receive the reminder.
  5. In the About dropdown menu, select the trigger event. This is the event that the recipients will be reminded of.
  6. In the Of dropdown menu, select the group of employees that you want to remind the recipients about. You can choose the following options:
    All Employees All active employees in Personio.
    My reports All employees whose direct or indirect supervisor is an employee in the relevant role.
    My direct reports All employees whose direct supervisor is an employee in the relevant role.
    Special

    A specific group, defined by a filter set for any attribute of the type List of options. If you choose own, employees receive reminders for other employees with the same option for that attribute.

    For example, with the filter "legal entity equals own", the employee receives reminders for other employees from the same legal entity.
  7. In When, select how many days or weeks before or after the trigger event the reminder will be sent.
  8. Select whether you want the reminder to take the form of a Notification with automated expiration or a Notification with no expiration. The latter will not be removed until actively dismissed by the employee.
  9. If you want to repeat the reminder every year, tick the checkbox next to Frequency.
  10. Add a description for the recipients of the reminder.
  11. Click Add.

Manage role specific reminders

Edit a role reminder

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

  1. Go to Settings > People > Employee Roles .
  2. Select a role and click Reminders .
  3. Click the edit-button-blue-crayon_en-us.png next to the workflow you want to edit.
  4. Make all necessary changes.
  5. Click Edit.

Delete a role reminder

To delete a role specific reminder, follow these steps:

  1. Go to Settings > People > Employee Roles .
  2. Select a role and click Reminders .
  3. Click the delete-button-red-cross_en-us.png next to the workflow you want to delete.
  4. In the confirmation window, click Delete.

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 and then Personal Settings > Reminders.
  2. Click Add a personal reminder.
  3. Fill out the information in the drawer as you would for a role-specific reminder.
  4. 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 access rights, 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 through Settings > People > Employee Roles > Access rights.

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.

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

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