This article answers common questions about the implementation process, from preparing for your kickoff meeting to going live and the support and services available to you after implementation.

Getting started

When can I start the implementation?

We guide you through every step of your implementation. Your Implementation Specialist schedules a kickoff meeting to start your implementation. You receive an introduction email from them no later than two weeks before your implementation start date. This email includes next steps and a link to book your implementation kickoff meeting. From the handover onwards, you also receive emails from us with the first tasks to help you get started. In the meantime, we recommend getting familiar with the Implementation Starter Guide to prepare for your implementation kickoff meeting.

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. Your Payroll implementation officially begins four weeks before your contract start date. At that point, you receive account access. Your Payroll Specialist reaches out by email no later than two weeks before your implementation start date to schedule your Payroll kickoff meeting.

How can I prepare for my implementation?

Our Implementation Starter Guide walks you through what to expect and what to have ready before your implementation kickoff meeting. You also receive emails after signing your contract with concrete first tasks to get you started. You can find detailed information about how to set up Personio step by step in our Voyager Academy courses, which your Implementation Specialist also uses during the implementation process.

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. You can begin preparing for your Payroll implementation before your official start date by getting your data, key roles, and rollout plan ready.

1. Complete the Prepare for implementation course and the Launch Personio in your organization learning path in the Personio Voyager Academy. Explore setup templates in your test account at myaccount.app.personio.com.
2. Collect your company and employee data using the available import templates, including salaries, attendance, time-off balances, and applicant information, but don't import anything yet.
3. To speed up your payroll setup, request the following exports from your previous payroll provider or DATEV before your Payroll implementation begins:
   • Master data export: your DLS Export (Digitale Lohnschnittstelle) or your DALY Export if you use DATEV Lodas
   • Lohnkonto: your historical YTD values
4. Make sure to assign Payroll Owners so they have access to manage sensitive payroll setup steps and can contact Support on payroll-related matters.
5. Verify employee data accuracy, review permission roles and approval workflows, and decide which stakeholders to involve.  

Who needs to be involved from our side for the implementation?

Before your implementation kickoff meeting, consider which internal stakeholders you need to involve in your implementation. This typically includes teams such as legal, tax advisory, IT, and absence substitution planning, as their input may be needed as you set up Personio to match your company's processes and requirements. Involving them early helps you plan your rollout and launch Personio smoothly across your organization.

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. Payroll Owners have access to sensitive payroll setup steps and can contact Support on payroll-related matters. Make sure to assign Payroll Owners.

Should I start setting up my Personio account now, or wait until my Implementation Specialist schedules my kickoff meeting?

You can get started before your implementation kickoff meeting. Our Implementation Starter Guide walks you through the first steps to set you up for success ahead of your kickoff.

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. You can prepare for your Payroll implementation ahead of your official start date. Request the necessary legacy exports from DATEV or your previous provider in advance:

• Master data export: your DLS Export (Digitale Lohnschnittstelle) or your DALY Export if you use DATEV Lodas
• Lohnkonto: your historical YTD values

Also assign up to two Payroll Owners before your Payroll implementation begins, as they can manage sensitive payroll setup steps and can contact Support on payroll-related matters.

Does Personio integrate with our system, and is it API or SFTP/flat file?

For information on how to integrate your systems with Personio, visit our Developer Hub. You can share this with your IT team to help them plan the integration before your implementation kickoff meeting.

We're preparing the API endpoints ahead of our implementation — what do you need from us?

For detailed information on getting started with the Personio API, visit our Developer Hub. You can share this with your IT team to help them prepare before your implementation kickoff meeting.

Account and access

We don't have a Personio account yet — we’ve just signed our contract.

Receiving access to your Personio account is one of the first things that happens after you sign your contract. If you've signed your contract but haven't received access to your Personio account, check your email and spam folder for a setup email from Personio. If you cannot find it or are experiencing issues with your account, submit a request using our Help Center form and our team will help you.

What's our company's hostname — we haven't started our implementation yet?

Your hostname is agreed with your Personio contact before your contract is signed. If you're unsure what it is:

1. Check your inbox for a welcome email from info@m.personio.com (also check your spam folder).
2. The address at the bottom of the email contains your hostname, for example: https://hostname.app.personio.com/login/invite/. The part before .app is your hostname.

Learn more about how to find your hostname.

Can I add people to our Personio account before the implementation?

Yes. You can add employees using the People list in your Personio account and invite them from there. If you want them to also be able to contact Support, you can assign users as Account Owners. You can also do this together with your Implementation Specialist, as they cover it during your implementation.

There's still demo data in the account — how do I remove it before importing ours?

Personio automatically deletes demo employee data when your subscription activates, no later than your contract start date. You need to delete other demo data such as workplaces and work schedules manually in your Personio account. If you need test data during your implementation, you can set up demo employee profiles yourself at any point.

Where can I book more licenses?

Learn how to add seats, upgrade, or adjust your subscription. If the option to change your subscription isn't available in your account or you're planning a larger contract change, contact our Support team.

Where can I find all the information about my contract and subscription?

Your company's Personio contract and subscription details are in Settings > Subscription & Billing, not in individual employee profiles. Here you can find your subscription plan and its status, the next renewal or end date, the number of licenses included, the features included, and all past and upcoming invoices. For your contract terms, including notice periods and cancellation information, see the GTC.

Support and contact

Will there be a handover to an Implementation Specialist?

Yes. In the weeks leading up to your implementation start date, we assign you an Implementation Specialist. They act as your point of contact throughout the setup process. You receive an introduction email from them with everything you need to get started. You also receive weekly emails with first tasks and helpful resources, including our Implementation Starter Guide, to help you prepare ahead of your first implementation meeting.

How can I contact my Implementation Specialist?

Your Implementation Specialist contacts you through email to arrange your implementation kickoff meeting. For general questions in the meantime, our Support team can help you. Only Account Owners can contact our Support team, so make sure to add them to your account.

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. For Payroll-related questions, only Payroll Owners can contact Support, so make sure to add them to your account.

I still haven't heard from my Implementation Specialist.

Your Implementation Specialist contacts you no later than two weeks before your implementation start date, so if your start date is still a few weeks away, there's no need to worry. If you haven't heard from them by then, our Support team can help you. 

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. Your Payroll Specialist reaches out no later than two weeks before your implementation start date. If you haven't heard from them by then, only Payroll Owners can contact Support for Payroll-related matters — make sure to add them to your account in advance.

My Implementation Specialist isn't replying to my messages

If your Implementation Specialist isn't responding, contact our Support team and they can help you with this.

What do I do if the main contact person for the implementation changes?

If your main implementation contact leaves or changes, email your Implementation Specialist as early as possible with the name and email address of the new contact person. Also make the following changes in your Personio account:

1. Add the new person to the People List and invite them to Personio.
2. Assign them the Account Owner role so they can contact our Support team.
3. Remove the Account Owner role from the person who is leaving.

If your main implementation contact leaves or changes before your first exchange with your Implementation Specialist, contact your sales representative directly.

Implementation kickoff and scheduling

Can we book our implementation kickoff meeting?

Your Implementation Specialist contacts you by email to schedule your implementation kickoff meeting no later than two weeks before your implementation start date. If you've received an email with scheduling options, reply directly to your Implementation Specialist. For general questions in the meantime, contact our Support team and they can help you.

Can we move our implementation kickoff meeting?

Your Implementation Specialist contacts you by email to arrange your implementation kickoff meeting no later than two weeks before your implementation start date. To reschedule your implementation kickoff meeting, contact your Implementation Specialist directly.

What happens after the implementation kickoff meeting?

Your Implementation Specialist outlines a customized implementation timeline and next steps during your implementation kickoff meeting, tailored to your organization's needs. This might include configuration planning, team training, and data migration activities.

How long does the implementation take?

Depending on your organization's size, the scope of your rollout, and your specific business requirements, you can expect to launch Personio 3 to 10 weeks after your implementation kickoff meeting. Your Implementation Specialist provides you with a detailed timeline during your implementation kickoff meeting and keeps you updated as the implementation progresses.

If you are implementing Personio Payroll

If your Personio package includes Payroll, you also have a separate Payroll implementation running in parallel, led by a dedicated Payroll Specialist. Payroll implementation typically takes longer than the timeframe above due to extra payroll setup, historical data imports (YTD), and authority registrations (DSBD/ITSG). Your Payroll Specialist confirms the exact go-live date during your Payroll kickoff meeting.

What's the current status of our implementation?

If your implementation hasn't started yet, your Implementation Specialist contacts you by email no later than two weeks before your implementation start date to schedule your implementation kickoff meeting. For general questions in the meantime, our Support team can help you.

After the implementation

What happens after the implementation?

When your implementation is complete, your Implementation Specialist reviews everything that has been set up and outlines what to focus on next. After that, our Support team is your first point of contact for any product questions.

Which services can I use after the implementation?

• Support team: help with any product questions
• Help Center: guides, articles, and best practices
• Personio Voyager Academy: free online courses and skills certificates
• Personio Voyager Community: a space to connect with other Personio customers and HR professionals
• Professional Services: paid add-on services such as configuration support, data migration, and end-user training
• Customer Success Management: depending on your contract, a dedicated contact person is available to you
• Account Manager: we assign you a dedicated Account Manager as your contact for commercial topics

Where can I book more implementation hours?

If your implementation is still in progress, contact your Implementation Specialist to book more implementation hours. If your implementation is already complete, contact our Support team and they can help you.