Overview of the Implementation Process

 

This article provides you with an overview of the process for implementing Personio. The goal of the implementation process is to configure your account to suit the specific needs of your company, and to gain comprehensive knowledge that allows you to integrate Personio into your daily work as optimally as possible. 

 

First Contact

Once you have decided to use Personio, your Sales Contact will provide you with the first important details of the implementation process. Prior to the agreed official start date of the implementation, you will have two weeks to gather all relevant data and information.

Your Implementation Manager will then contact you to schedule an appointment for the kick-off call. During this appointment, you will get to know your Implementation Manager and together discuss the project plan for the implementation as well as the first steps. Of course, you can then also ask any questions you may have or bring up specific points.

 

Contact Persons and Implementation Duration

Depending on the size of your company and scope of your Personio plan, the Implementation Manager will be available as your personal contact person for any matters for a period of 5 to 8 weeks. With regard to time planning, we kindly ask you to schedule enough time to complete the implementation process.

Please schedule enough time for the configuration of the individual steps as well as for a weekly, one-hour appointment.

Phone calls will be visually supported through screen sharing, Helpcenter articles, in-app tours and videos. We will provide you with helpful materials beforehand and also afterwards so that you will always be able to retrace all of the steps. 

 

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, please click here for information on upgrading your Personio account. For an overview of the different plans available, you can have a look at our website.

Use the two weeks prior to the start of the implementation to gather all the necessary data. This is particularly important if your employee data is not yet available in electronic form, or if it needs to come from a third party. Personio offers you the option of importing employee data, salaries, attendance periods, absences, leave balances and job applicants via Excel. Excel templates are available for all of these imports.

 

Finalizing 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.

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Once you finalize the setup wizard, all sample employee data is deleted so you can start configuring your account. In addition to the setup process, please also complete the following settings at the start of the implementation:

  • Authorizing employees for support and instructions: Go to Settings > Support > Authorized employees for support and instructions to define up to seven employees who will be authorized to request support. Also decide whether these employees will be authorized to issue instructions within the scope of the EU GDPR.
  • 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.
  • Data processing agreement (DPA): Personio is required by law to conclude a DPA with you. In order to minimize administrative efforts on both sides, we provide the option of signing the DPA directly in Personio.

Implementation cannot begin without a signed data processing agreement (DPA) for reasons of data privacy.

 

Implementation Steps

When Personio is implemented, the setup of the areas Employee Management and Recruiting (if applicable, depending on your plan) always happens independently of each other. However, we recommend that you configure the Employee management area prior to configuring Recruiting. The implementation is split up over individual modules that you should go through in the intended order. Below is a list of Helpcenter articles and video tutorials that explain the setup in detail with practical examples:

Employee management configuration

  1. Importing employee data
  2. Configuring Offices, Departments and Teams
  3. Importing salaries
  4. Configuring the Preliminary Payroll
  5. Configure and assign working hour schedules
  6. Configure absences and accrual policies
  7. Importing absences
  8. Check employee roles and access rights
  9. Configure approval processes
  10. Configuring On- and Offboarding Processes
  11. Configuring document templates

Configuration of the Recruiting tool

  1. Configure phases and categories
  2. Configuring the Email Settings
  3. Generating Recruiting Interviews
  4. Creating Evaluation Forms
  5. Setting Up the Personio Career Page
  6. Creating External Channels
  7. Defining Recruiting Roles

You also have the option of taking in-app tours during which you can configure the basic settings and familiarize yourself with your Personio account. Click here for further information about in-app tours. We will be happy to enable these for your account.

 

Completing the Implementation

After you have configured all settings in Personio together with your Implementation Manager, an internal account review is carried out according to the four-eyes principle. An Implementation Manager who has thus far not been involved in the process will check your account settings. You will receive our feedback with all relevant details via email. In a final phone call, you can adjust and optimize any last settings that are left together with your Implementation Manager, as well as address any remaining open points or uncertainties.

The implementation is then usually completed by inviting your employees to Personio. After this, the Implementation Manager hands over your account to our Customer Service Team. Nothing will change for you though, as you can continue to ask your questions via email or phone using the same contact details as before. Your requests will then be forwarded internally directly to our Customer Service Team.

Should you not be able to complete the implementation within the planned time frame, you have the option to extend it for an additional fee.

Detailed information and support for configuring and implementing your Personio account is also available in our Personio Helpcenter.

 

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