This article provides an overview of your implementation of Personio. The goal of the implementation process is to configure your account according to your company's specific needs and gain extensive knowledge to best integrate Personio into your day-to-day work.
Before you get started
After you have decided to use Personio, you will receive the first important information regarding the implementation process from your sales contact.
Before the officially agreed implementation start date, you will have some time to prepare for your implementation.
- Register for our webinar, Preparation for your Implementation, to know more about the essential steps to perform before starting your implementation.
- Gather all necessary data such as employee data, salaries, attendance times, absence periods, absence account balances and applicants to prepare the different imports you will need to perform during your implementation. You can already start filling these Excel imports:
| Mandatory | This import is the first step in the initial setup of your Personio account. It makes sense to start your implementation by importing your employees' master data, as this enables you to define work schedules and accrual policies. | |
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Mandatory |
Transfer your employees’ salaries, such as current and historical fixed and hourly salaries. The imported data can be easily expanded by other types of compensations, such as public transport subsidies. You can additionally record flexible bonus payments. |
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Mandatory |
Import historical and future absences from your existing system into Personio. By importing absences, you ensure that you will be working with the correct accrual balances. | |
| Import candidate data | Optional |
You can also import your existing candidates' data into Personio. Alternatively, candidates can be entered manually into the system. |
Additionally, you can import existing employee documents into Personio, either manually or via the multi-upload functionality or an API integration. You will find all the technical documentation in our Developer Hub.
Note
Importing employee data and absences can take a considerable amount of time for data acquisition, depending on the nature of your existing data. Make sure you have everything prepared before starting the implementation.
Tip
You can find more information about imports in our articles How to perform an import and Why is the import not working?.
Contact person and implementation duration
The Implementation Team will contact you before or at the latest at the start of the implementation to provide you with all necessary information and resources.
Your implementation materials will give you a specific timeline to perform all your settings and imports. We request that you schedule adequate time to ensure that your implementation is completed within the given time frame.
You must also ensure that the relevant points of contact in your company are available to take part of the implementation process when needed.
Preparation
You can access your account at myaccount.personio.de. To give you a first impression of how Personio can be configured, your account already contains some sample configurations, employees, and templates. Based on these settings, you can adjust your account to your particular requirements. As soon as your contract starts, your test account is converted to your actual account, including all functionalities you have booked within your package. Any settings that have been made up to this point will be adopted.
If you would like to extend the functionalities that are included in your plan, take a look at How do I perform an upgrade?. For an overview of the different plans available, you can have a look at our website.
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Finalize the setup wizard
Before configuring your account, we first ask you to finalize the setup wizard. A corresponding note is displayed under Settings > Company. The setup wizard will guide you in three steps through some basic configuration settings for your account. These can be changed later if desired.
Once you finalize the setup wizard, all sample employee data is deleted, so you can start configuring your account.
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Data Processing Agreement (DPA)
Personio is required by law to conclude a DPA with you. To minimize administrative efforts on both sides, we provide the option of signing the DPA directly in Personio.
Note
Implementation cannot begin without a signed DPA for reasons of data privacy. -
Account Owners & Contract Owners
You will need to define your Account owners and contract owners under Settings > Support > Support. Account Owners can contact Customer Service for technical questions, while Contract Owners are in contact with Customer Growth for subscription-related matters. These employees will also be authorized to issue instructions within the scope of the EU GDPR.
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Impersonation Access
By default, Personio employees do not have access to your account. To receive support during the initial setup of your account, you need to activate the impersonation access for your Implementation Manager, or our support team.
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Billing Information
You also must ensure your billing information has been filled in under Settings > Support > Subscription and Billing > Billing Information.
Implementation Steps
During your implementation, you will have to configure and import several employee data yourself. Our learning materials such as our Help Center articles, Interactive tours and Community are available to assist you during this process.
For each module, you will find the step by step information to configure your settings, as well as a Quality Check article which will provide you with the mandatory tasks to perform.
| Employee Management Modules | |
| Account Basics | |
| Personnel Profile | |
| Salaries & Preliminary Payroll | |
| Attendances & Absences |
▶︎ Introduction to attendances ▶︎ Create and assign work schedules ▶︎ Create accrual policies for absence types |
| On- & Offboarding | |
| Document Templates | |
| Employee Roles & Approval Workflows | |
If you purchased the Recruiting module, this area is set up independently of Employee Management.
| Recruiting Modules (if applicable) | |
| Career Page & Positions |
▶︎ Introduction to career page and publishing positions ▶︎ Options to connect your career page to Personio ▶︎ Customize and style the career page ▶︎ Set up candidate communication via email |
| Candidate Management |
▶︎ Introduction to candidate management ▶︎ Set up recruiting stages and categories |
Introductions to further product areas
There are other features that can be set up in Personio at a later stage. You will find more information about these product areas in the following articles:
- Overview of the Performance and Development area in Personio
- Overview of Personio Conversations
- Overview of steps for setting up the DATEV integration & available support resources
Completing the Implementation
Once you performed all the settings in Personio, an account review will take place. All settings should be configured correctly to complete your implementation. You can refer to the Quality check articles for each module to ensure all settings have been done. You can also join our Quality Webinar for further information.
If you feel that you will not be able to complete your implementation on time, you can contact the implementation team via Find Answers.
The implementation is finalized once you get the green light after your account review. You can then invite your employees to Personio.
After the implementation is complete, the Implementation Team will hand over your account to our Customer Service Team. You can then contact our colleagues via email or phone with questions or problems for which you did not find answers in the Help Center or in our Community.
Getting support
After your implementation, you will still be able to access the learning resources you used to set up your accounts, such as our Help Center and interactive tours. You will also find support, best practices and be able to ask your questions in our Community. We recommend you search in our Find Answers section to access all our available resources.
If you require further support, the dedicated account and contract owners can contact our Customer Service team via Find Answers.