Creating Reminders for Birthdays and Anniversaries

In Personio, you can create one-off or recurring reminders for employees’ anniversaries or birthdays.

Reminders can be created via employee roles or individually via the personal settings in an employee profile. Find out here how to create reminders by configurating employee roles or by using the personal settings in the employee profile.

In general, reminders that are triggered before an event or on the same day will be displayed on the dashboard up to one day after the event in question. Reminders that are triggered after an event will automatically disappear from the dashboard one week after being displayed.

Anniversary reminders (one-off)

If you would like to be reminded of your employees’ five-year anniversary, you can set up a one-off reminder. 
Go to Settings > Employee roles and select the role (in the screenshot below, for example, HR Manager) that you would like to set a reminder for. Click on the Reminders tab and then on Add a reminder. 

Select Hire date as the reminder event and define which group of employees the reminder relates to – in the screenshot above, this is ‘All employees’.

Define when after the hire date you would like to be reminded of the five-year anniversary. In the example shown, the time period has been selected so that the reminder will be triggered seven days before the fifth anniversary.

Please take leap years into account when calculating the reminder date for anniversaries.

If you would like to avoid having to calculate the exact day of the reminder date, you could instead create a special date attribute for the anniversary and use this to create an appropriate reminder. Please note that reminders can only be created for attributes with the Date attribute type. You can find out how to add new attributes here.

Birthday reminders (recurring yearly)

To create a recurring reminder for employee birthdays, click on Add a reminder again.

Enable the yearly frequency option so that you will be reminded of your employees’ birthdays every year. Doing so will mean that you will receive a recurring birthday reminder on the selected reminder date.

Please note that reminders can only be sent when you have the right to access the corresponding employee attribute.