This article explains employee roles. It also explains how to add and remove employees to custom and preset employee roles. For each employee role, you also need to set up access rights, calendar access rights, and other security settings. 

 

Types of employee roles

Personio has two types of employee roles: preset employee roles and custom employee roles.

Preset employee roles

Preset employee roles link to other functionalities in Personio. You can't fully edit them.

• All Employees role: This role includes all active employees. Every new employee automatically joins this role. This means you can't manually add or remove employees from this role. You also can't rename or delete this role.
• Administrator role (or any role with Administrator rights): No employee automatically joins this role. You manually add and remove employees. You can rename this role but can't delete it because one employee must always stay in it. 
  
  

Custom employee roles

Custom employee roles don't link to other functionalities in Personio. You can fully edit these roles. You can create as many extra custom employee roles as you need. Some examples include the "HR manager" role, the "Management" role, and the "Intern" role. 

Custom employee roles don't need to match all the jobs in your company. They serve as a way to grant access rights to different areas of Personio.

Add employees to an employee role

To add employees to a custom employee role (or to the Administrator preset role):

1. Go to Settings.
2. In the People section, click Employee roles.
3. Click an existing employee role.
4. Optional: Create a new custom employee role. 
5. In the Members tab, select an employee from the Available employees column to add them to the role. The Added employees column displays the employees currently in the role. For a new custom employee role, this column shows zero employees until you add someone. 
6. Optional: Click the pencil icon next to the name of the employee role to rename it.
7. Optional: Click the three dots icon at the top right to copy a role or delete a custom employee role. Remove all employees from a custom role before deleting it.
8. Save your changes. 

Note:
If you set an employee’s status to inactive, they no longer appear as added or available in the role.

Automatically add employees to an employee role

Note:
If you don’t have this functionality, please register your interest on our early access page.

You can automatically add employees to roles by setting conditions based on system and custom attributes:

1. Go to Settings.
2. In the People section, click Employee roles.
3. Click an existing employee role.
4. Optional: Create a new custom employee role. 
5. In the Members tab, click Automated to enable automated role memberships.
6. Set up conditions to automatically add employees to a role and remove employees who no longer meet the conditions.
7. Optional: Include or exclude specific people regardless of the conditions.
8. Optional: Preview the employees added to and removed from the role.
9. Save your changes.

You can use the following attributes to set conditions:

• Department
• Team
• Employment type
• Legal entity
• Office
• Status
• Supervisor status (with this attribute, you can automatically add every supervisor to a role).

Remove employees from an employee role

To remove employees from an employee role:

1. Go to Settings.
2. In the People section, click Employee roles.
3. Click an existing employee role.
4. In the Members tab, click an employee under Added employees to remove them from the role. The employee now appears under Available employees with a red outline.

 

Set up access rights

Once you assign all the employees to their corresponding roles, you can set up access rights for each employee role. Learn more about best practices for employee roles.

To hide empty access rights, click the filter icon in the upper-right corner of the Access Rights tab and select Only show granted rights. You can add multiple access rights by selecting the checkbox in each section, saving you time.

 

Set up calendar rights

You can set up access to the absence calendar for each employee role.

 

Enable two-factor authentication (2FA)

You can enable two-factor authentication (2FA) for each employee role. Employees in that role need a token from their mobile device, email address, and password to log in. 

 

Set up reminders

You can set up reminders for each role to simplify your employees' daily work. For example, you can set a reminder about the end of employees' probationary periods. Learn how to set up role-specific reminders with best practices.