How can I have Personio remind me of feedback meetings?

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In this article we outline how you can have Personio remind employee roles of feedback meetings. You may wish to use this option to remind your team leads, for example, to set up feedback meetings with their team members and manage them in Personio.
We will explain the following three types of feedback appointments:

  1. Example 1: Reminder feedback meetings during probation period
  2. Example 2: Reminder feedback meetings depending on hire date
  3. Example 3: Reminder feedback meetings on fixed calendar dates

 

Preparatory Steps

Setting up new employee sections and new attributes

  • Settings > Employee information > Sections:
    Set up a new employee section for feedback meetings. You can find further details on creating new sections here.
  • Settings > Employee information > Attributes:
    Set up a new date attribute for the half-yearly and yearly feedback meeting in your new feedback section:
    CreateAttributes_Half-yearlyFeedbackMeeting.png
    Further details on creating new attributes can be found here.

In the following, we describe reminders for the following attributes

  • Mid probation period meeting
  • End of probation period meeting
  • Half-yearly feedback meeting depending on the hire date
  • Yearly feedback meeting depending on the hire date
  • Half-yearly feedback meeting on a fixed date
  • Yearly feedback meeting on a fixed date

Assign every role the access rights for this new section and the section containing the hire date and end of probation period date in order to be able to set up the respective reminders later on.

Set up a template for an import of employee attributes

  • Employee list > Export e-mail address, all columns with feedback meetings:
    Use the export option in the employee list to generate a template you can use to import your feedback meetings. Please find further details on the export options in the employee list here.

    Use this exported Excel sheet as your import template to enter all your employees' feedback meetings.
    Export_E-mailHireYearlyHalf-Yearly.png

    Export_E-mailHireYearlyHalf-Yearly_Excel.png

Please note you need to enter the first set of dates only. We will explain how to set up reminders for recurring events in the following.


Example 1: Reminder feedback meetings during probation period

We recommend this option for feedback meetings during the probation period of which you wish to remind employee roles so they can set them up in time. These appointments are scheduled depending on the hire date of the employees and may therefore take place on any date during a year.

    1. Select feedback appointments during the probation period. For example, 3 months after hire date for your "mid probation period meeting" and before the end of the 6th month after hire date for the "end of probation period meeting."
    2. Enter these dates in your Excel template or use the program to calculate these dates for you in relation to the employees' hire dates.
    3. Import the data using Import > Employee import.
    4. Navigate to Settings > Employee roles and select a role you would like to remind of feedback appointments, your "Supervisor," for example.
    5. Open the tab Reminders for this employee role. Create a new reminder for the employee attribute "probation period end date" of all employees, 14 weeks before probation period end date. Use a comment such as "Please set up mid probation period meeting:"
      Reminders_MidProbationPeriod.png

      Create a new reminder for the employee attribute "end of probation period meeting" for all employees, 2 weeks before the end of the probation period, for example. Use a comment such as "Please set up end of probation period meeting:"
      Reminders_EndOfProbationPeriod.png
    6. Select the next role you would like to remind of setting up a probation period meeting and repeat steps 4 and 5.

This way, the system will remind the employees in the "Supervisor" role approximately two weeks before half the probation period is past and two weeks before the end of the probation period to set up the respective probation period feedback meeting. The reminders will show like this in the respective tab of the employee role:
Reminders_MidEndOfProbationPeriod_Overview.png

Example 2: Reminder feedback meetings depending on hire date

We recommend this option for all employees whose feedback meetings are supposed to take place at an individual date in the year depending on the employee's hire date.

  1. Select the recurring feedback meetings after the hire date, for a meeting every six months and every 12 months, for example. These meetings will take place at any date during the calendar year.
    Please select one date 1 year after hire date and 1 1/2 years after hire. You will use these dates for yearly reminders without having to enter new dates every time.
  2. Enter these dates in your template or let the system calculate the dates depending on the employees' hire dates (1 year after hire date, 1 1/2 years after hire date).
  3. Import the data under Import > Employee import.
  4. Navigate to Settings > Employee roles and select the role you would like to remind of the feedback meetings, the "Team lead," for example.
  5. Open the tab Reminders for this employee role. Create a new reminder for the employee attribute "yearly feedback meeting" of all employees and mark the event as an annually recurring one by checking the box in the bottom. Add a comment such as "Please set up yearly feedback meeting:"
    Reminders_Yearly_HIREDATE.png
  6. Create another reminder for the employee attribute "half-yearly feedback meeting" of all employees and mark the event as an annually recurring one by checking the box in the bottom. Add a comment such as "Please set up half-yearly feedback meeting:"
    Reminders_Half-yearly_HIREDATE.png
  7. Select the next role you would like to remind of these meetings and repeat steps 4 thru 6.

This way, the system will remind the employees in the "Supervisor" role to set up the respective feedback meetings approximately two weeks before 1 year after hire date and 1 1/2 years after hire date are over. These reminders will repeat every year so the "Supervisor" role will be reminded after 2, 2 1/2, 3 years, etc., too. The reminders will show like this in the respective tab of the employee role:
Reminders_Half-AndYearly_HIREDATE_Overview.png

Example 3: Reminder feedback meetings on fixed calendar dates

We recommend this option for feedback meetings that are supposed to take place at a specific period during the calendar year, regardless of the employees' hire date.

  1. Select the yearly repeating feedback meeting dates, for example in June for your "mid-year feedback meeting" and in December for your "end of year feedback meeting."
  2. Enter these dates in your template. In this case, you can use the copy/paste option to assign the same date to all employees.
  3. Import the data under Import > Employee import.
  4. Navigate to Settings > Employee roles and select the role you would like to remind of the feedback meetings, the "Supervisor," for example.
  5. Open the tab Reminders for this employee role. Create a new reminder for the employee attribute "yearly feedback meeting" of all employees and mark it as an annually recurring event by checking the box at the bottom. Choose a comment such as "Please set yearly feedback meeting:"
    Reminders_Yearly.png
  6. Create another reminder for the employee attribute "half-yearly feedback meeting" of all employees and mark it as an annually recurring event by checking the box in the bottom. Choose a comment such as "Please set up half-yearly feedback meeting:"
    Reminders_Half-yearly.png
  7. Select the next employee role you would like to remind of these feedback meetings and repeat steps 5 and 6.

This way, the system will remind the employees in the "Supervisor" role to set up the respective feedback meetings approximately two weeks before the fixed half-yearly and yearly feedback meetings. These reminders will repeat every year so the "Supervisor" role will be reminded after 2, 2 1/2, 3 years, etc., too. The reminders will show like this in the respective tab of the employee role:
Reminders_Half-AndYearly_Overview.png


Special cases

  • No access to hire date and end of probation period date for the role conducting feedback meetings:
    In case the role you would like to remind of setting up feedback meetings during the probation period or afterwards does not have access to the section that contains the hire date and the end of probation period date, please use the following workaround:
    Create separate employee attributes for each of the feedback meetings, i.e., a date attribute for
    • Mid probation period meeting
    • End of probation period meeting
    • Half-yearly feedback meeting
    • Yearly feedback meeting
    Export these columns in the employee list and enter the respective dates in your template
    Export_E-mailHireYearlyHalf-YearlySupervisorEndProbation.png

    Export_E-mailHireYearlyHalf-YearlySupervisorEndProbation_Excel.png

    Import this list, make sure the respective employee role has access to the feedback section, and create reminders as described above.
  • Different meeting dates per supervisor, department, etc.:
    In case different supervisors, team leads, etc. wish for different meeting dates (team lead A: annually, depending on the employee's hire date; team lead B: annually, fixed calendar date regardless of the employee's hire date), you can create different reminder dates for the respective employees.
    To differentiate the two, assign all employees of team lead A a meeting date depending on their hire date in your template Excel sheet. For the employees of team lead B, you assign the dates regardless of the employees' hire dates.

    In such cases, we recommend you export the column "supervisor" in the employee list for your template. Please find further details on exporting data from the employee list here.
    ExportBOTTOM.png

 

Last steps

  • Checking employee roles:
    Please make sure you have assigned the employees you need to remind of feedback meetings the correct roles: open Settings > Employee roles > Members and check whether the list of members is complete. Add missing employees to the list and save the new settings. Please find further details on employee roles here.
    You can also assign employee roles using the employee list. Please find further details here.
  • Checking access rights: 
    Please make sure the employee roles for which you set up reminders all have at last view rights for the new feedback section you set up. Go to Settings > Employee roles > Access rights > HR info:
    AccessRights_Supervisor.png
  • Differentiating one-off and annually recurring meeting dates:
    Please make sure you marked annually recurring meetings as such (by checking the respective box):
    YEARLY.png

    Please do not check the box for indivudal one-off reminders for meetings that take place just once.

 

 

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