In this article, we will introduce you to tried and tested calendar settings in Personio.
Generally, you always use the following sequence of steps to edit calendar settings:
Step 1: Under Settings > Calendars > Absences, determine which absence types you would like to integrate into the "Absences" calendar. Detailed information on aggregated absence calendars is available here.
Step 2: Under Settings > Employee roles > Calendars, define the access rights for the individual calendars for each role. See this article for further information on employee roles. Detailed instructions how to configure calendars can be found here.
Best Practice: Calendar Settings
The following is a description of proven calendar settings for different employee roles.
All Employees Role
The role All employees is assigned automatically to all employees within your company. All other roles build on this role; therefore, we recommend that you keep the calendar rights as restrictive as possible for privacy reasons, and to define them first.
Personio grants the right to view one's own calendar (Own) by default. This right cannot be withdrawn.
Note that the calendar access rights of the role All employees apply to all other roles automatically, too. It is not possible to use another role to remove rights that employees already have because they are in the All employees role.
The Administrator role, as the opposite of All employees, can see all calendars globally by default. It is possible, however, to hide certain absence types in the calendar for this role.
Employees in the role HR can, for example, be given global access to Birthdays. We also recommend granting HR staff global access to all absence types, because they are often integrated in the approval processes. HR colleagues who participate in the recruiting process should have access to the Recruiting calendar so they have visibility of any upcoming interviews.
The Recruiting role requires access to the Recruiting calendar so the person in the role can see all relevant recruiting appointments. Additionally, this role can be given rights for the Start/end dates calendar. The recruiter is then able to gain an overview of any upcoming new entries and to accompany successful candidates until they start.
The relevant calendar access rights for the Finance role are the ones in connection with the Preparatory Payroll. This depends on the absence types in payroll. Assign access rights for all absence calendars that you have included in your payroll accounting.
Team Lead Role
Define the access rights for this role such that supervisors can view their employees' calendars in the company calendar. Do this by using the setting My reports. Alternatively, access can be set up directly via the All employees role.
We have summarized the different calendar settings in the following overview:
|All Employee Role||Administrator Role||HR Role||Recruiting Role||Finance Role||Team Lead Role|
|Birthdays||Own office / Global||Global||Global||Own office / Global||Own office / Global||Own office / Global|
|Start/end dates||No access||Global||Global||Global||Global||My employees|
|Public holidays||Own office||Own office||Own office||Own office||Own office||Own office|
|Recruiting||No access||Global||No access||Global||No access||No access|
|Absences||Own office / Global||Global||Own office / Global||Own office / Global||Own office / Global||Own office / Global|
|Paid vacation||No access||Global||Own office / Global||No access||Global||My employees|
|Unpaid vacation||No access||Global||Own office / Global||No access||Global||My employees|
|Sickness||No access||Global||Own office / Global||No access||Global||My employees|
|Sabbatical||No access||Global||Own office / Global||No access||Global||My employees|
|Maternity protection||No access||Global||Own office / Global||No access||Global||My employees|
|Parental leave||No access||Global||Own office / Global||No access||Global||v|
|Home office||Own office / Global||Global||Own office / Global||Own office / Global||Global||Own office / Global|
|Business travel||Own office / Global||Global||Own office / Global||Own office / Global||Global||Own office / Global|
|Special leave||No access||Global||Own office / Global||No access||Global||My employees|
The Absences calendar type refers to the Aggregated absence calendar that you configured in step 1. In the event that you don't want to use it, simply don't assign access to it.
Further Information and Links
Learn here how to add further absence types.
Learn here how to export your Personio calendar to your company calendar.
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