This article explains how to introduce the Personio software to your employees. You can find suggestions on how to:

• Help employees become familiar with Personio.
• Enable employees to use key features. 
• Support employees with logging in.

By ensuring your employees are confident using Personio, you can get the most out of the product.
 

Before you start

• Prerequisites: If you haven’t already done so, finish setting up your company's Personio account. This includes adding employee and salary data, setting up time off policies, and configuring other core company information. You can add more apps and features at a later stage.
• Permissions: You need an Administrator role to complete most tasks described in this article. Other employees can also support, depending on their permissions.
• Other resources: Complete the Launch Personio in your organization learning path from our Personio Voyager Academy. This course complements the information in this article.

Prepare for the rollout

You can prepare for the rollout in the ways outlined below.

Check your data

Before inviting employees, make sure all information is accurate and complete in Personio. For example, check that each employee profile contains the correct information, including a valid email address. Personio blocks non-existent email addresses, which prevents email delivery.

It’s important to fill in all relevant information correctly, as this informs other processes in Personio. For example, entering an incorrect hire date might affect time off entitlement.
 

Test important processes with a pilot group

Before you roll out Personio to all employees, we recommend you introduce it to a pilot group. With the pilot group, you can test essential HR workflows like time off requests. This allows you to identify any potential issues and address them before the wider rollout. 

If you use Personio in many locations or for many legal entities, you might start with one site or legal entity. Gather feedback from employees and managers. Adjust settings as needed before inviting your entire workforce to Personio.

Check configurations

Confirm that permissions, approval workflows, and integrations work as intended.

As an Administrator, you can log in to Personio as any employee. This helps you verify the permissions you've configured. Go to the employee's profile and click Log in as this employee in the top-right of the screen.

Plan support requirements

Set up a plan to support employees with initial questions they may have.
 

Invite your employees to Personio

Once you’re ready to start the rollout, invite your employees to join Personio. You can invite them individually or in bulk. They need to follow the registration link in the invitation email to create their password and log in.

You and your employees need to complete this process for them to receive email notifications. This applies even if you've already created their profiles.

Train employees to use Personio

Create a plan for training your employees to use Personio. You can tailor this training to different groups of employees. Find training resources in our Launch Personio in your organization Academy course.

Deskless employees

For teams who don’t use computers daily, you might organize an in-person demo. Show employees how to log in, update their personal information, and request time off. Encourage them to use the Personio mobile app. This is especially helpful for those without regular computer access. You can also print out key resources, for example, the sample training deck from our Academy course.

Desk-based employees

For desk-based employees, you can share digital resources. Direct them to our article on how to log in and explore Personio. Here, they can find information on activating their account, customization, and key features. 

It’s important to provide targeted training for different employee groups. For example, all employees need training on time off requests. Additionally, employees such as supervisors need training on approvals and basic reporting.
 

Encourage employees to start using Personio

Note:
If employees request time off as part of this process, make sure these requests don’t already exist in Personio. You might have already imported existing time off requests during implementation. The same applies for time tracking.

Here are some ways you can encourage employees to start using Personio:

• Explore the Personio Inbox: Highlight the Inbox as the place where employees can find notifications and tasks.
• Request time off: This is one of the main features employees use. Show your employees how to request time off. They can also use our mobile app.
• Track working hours: If you routinely track time at your company, show your employees how to do this. They can track their working hours in real time or add a time entry later. 

Encourage employees to share any issues, confusion, or feedback right away. You can also direct your employees towards our targeted Help Center resources for more information.
 

Support employees who haven’t logged in yet

It can be useful to check which employees haven’t logged in to Personio yet. This helps you identify those who may need support. Follow these steps:

1. Go to Organization > People List.
2. In the columns tab, show the Invitation status attribute.
3. Filter for the status Invited to show employees who received the email.
4. To see which of these employees have logged in, add the filter Joined.

If they haven’t logged in due to technical reasons, you can:

• Troubleshoot invitation email issues.
• Ask them to troubleshoot login issues.
• Ask them to reset their password or reset their password for them.

It can also be helpful to monitor product usage. A good way to measure usage is by checking time off requests. This is because all employees need to use this feature. There are different ways to view time off requests, depending on your needs:

• Go to Time off & Attendance > Team calendar to see employees’ time off at a glance. Use the filters and customization options to show certain time off types or groups of employees.
• Go to Automations > Open approval requests to see open time off requests. 
• Use the Time off periods template to create a detailed report on employees’ planned time off.