This article answers frequently asked questions about Personio's AI-powered features. For AI data privacy, security, and compliance questions, see the frequently asked questions.
General questions
What AI features does Personio offer?
Personio offers a range of AI-powered features to help you work more efficiently. Some features consume AI credits.
Do I have to use AI features?
No. AI features in Personio are optional. Administrators can activate or deactivate AI features in the Personio settings.
Which AI features have usage-based costs?
Some AI features, such as the Talent Screening Agent, consume AI credits on a usage basis. Credits are consumed at a fixed rate per action. Billable usage only begins after an Administrator explicitly accepts it. Learn more about AI credits.
How do I centrally control or disable AI features?
Administrators can activate or deactivate individual AI features at any time in Settings > Account & support > AI features. For features that consume AI credits, disabling them stops credit consumption immediately. Administrators can also set a monthly spend limit for billable AI credit usage. Learn more about managing AI credit usage.
Personio Assistant
What data does Personio Assistant access?
Personio Assistant can access any data in Personio that the user asking the question has permission to view. This includes employee profile data, HR documents, and analytics and reporting data. Each user's permissions control access — Administrators see advanced analytics and reporting data, managers see only their team's data, and employees see only their own data.
Documents stored in the Documents tab of employee profiles are also accessible. The Assistant can only surface documents that the user already has permission to view directly in Personio.
If Administrators have enabled third-party connectors such as Confluence or Google Drive, Personio Assistant can also answer questions using content from those tools. The user's own authentication with those platforms controls access to third-party data — the Assistant cannot access anything the user could not already access there directly.
There is no option to exclude specific data types or document types from the Assistant. Personio's permission controls manage data and document access.
How does Personio Assistant work technically?
Personio Assistant uses machine learning and large language models (LLMs) to understand queries in multiple languages, retrieve the relevant data, and provide an answer, insight, or chart. The LLM is hosted by Personio on its own AWS servers in the EU using AWS Bedrock.
What is the difference between Personio Assistant and Support AI?
They are separate tools with different purposes. Personio Assistant answers questions about your personal HR data, for example, your vacation balance, payslip details, or HR documents. Support AI answers questions about how to use Personio features. Personio Assistant cannot answer questions about how to use Personio. Support AI cannot access your HR data.
Do I have to use Personio Assistant?
No. Administrators can turn Personio Assistant on or off.
AI Performance Summaries
Who can see an AI Performance Summary?
The AI Performance Summary is only visible to people who already have access to view the performance reviews, feedback, and notes about an employee. The summary only includes feedback shared with them. Self-reviews are excluded.
What data does the AI access to generate a Performance Summary?
AI summaries draw only on existing written feedback. They don't introduce new information or opinions, and the AI doesn't include ratings. For each performance review, piece of feedback, or performance note, the AI accesses the following fields only: type, created date, ID, the ID of the provider, and whether someone marked it as confidential. The AI summarizes feedback from the previous 12 months. You need a minimum of three reviews, pieces of feedback, or notes to generate a summary.
How does the AI weigh different sources in a Performance Summary?
The AI weighs sources in the following order of relevance: most recent manager review, upward reviews, peer reviews, continuous feedback, performance notes, and less recent manager reviews. More recent feedback is weighted more heavily. Self-reviews are excluded.
Do I have to use AI Performance Summaries?
No. Administrators can turn AI Performance Summaries on or off.
AI summaries in Analytics
What data does the AI summary use?
The AI summary uses only the chart data available in the Metrics tab. It doesn't access or analyze other data in your Personio account. Always review AI-generated summaries carefully before acting on them.
Do I have to use AI summaries in Analytics?
No. The AI summary section is optional. Administrators and users with edit rights to Configuration > Reports can access the Metrics tab, but you don't need the AI summary to use it.
Talent Screening Agent
What criteria should I avoid when setting up AI signals?
Use criteria that are directly relevant to the role, such as location, language, education, or years of experience. Avoid criteria based on protected characteristics such as gender, nationality, age, or religion. Also avoid indirect proxies, for example, using a graduation year as a stand-in for age. Using such criteria can lead to discriminatory outcomes and legal risk for your organization.
Do I need to disclose my use of the Talent Screening Agent to candidates?
Yes. After setting up the Talent Screening Agent, you should disclose the use of AI-assisted screening technology in your career page data privacy statement. The Talent Screening Agent article includes a draft statement you can use as a starting point. Ask your legal team to review it before publishing.
Is the Talent Screening Agent compliant with GDPR and the EU AI Act?
Yes. The Talent Screening Agent is compliant with GDPR Art. 22 and EU AI Act Art. 14. Learn more about AI data privacy and security.
How many AI credits does the Talent Screening Agent consume?
The Talent Screening Agent consumes 80 Personio AI credits per automatically screened application.
AI-powered payslip scanning
What information is extracted from a payslip?
The AI typically extracts:
- Personal data (name, address, date of birth)
- Social insurance data (social insurance number, health insurer, contribution group codes)
- Tax-relevant data (tax ID, tax class, child allowance, church affiliation).
You can review and edit all extracted data before importing it.
What data does the AI-powered scanning feature access?
The AI-powered scanning feature only accesses data uploaded to Personio by the customer, as well as data that is already in the employee profile. The feature is only available to people who have editing rights in Personio Payroll.
What happens to my payslip data after it's uploaded?
Personio uses the extracted data to populate employee profiles. No data is used for training purposes, all processing takes place on Personio's own AWS servers in the EU, and you retain full control over what gets imported. Learn more about how Personio handles AI data privacy and security for this and all other AI features.
Does the AI scanning feature make decisions for me?
No. The scanning feature suggests extracted values for you to review and approve — you decide what gets saved to Personio. You can edit or reject any suggestion at any time.
Who is responsible for the accuracy of the scanned data?
You are. The scanning feature only works with data you upload. Always review extracted data carefully before importing it into Personio.
What document types does AI-powered payslip scanning support?
You can upload payslips individually or as a bulk PDF containing payslips for multiple employees. Only include payslip documents — don't mix in other payroll documents.
What happens if a payslip cannot be matched to an employee?
Check whether an employee profile already exists in Personio. If not, create the employee and assign the payslip to their profile. Also verify that the employee is assigned to the correct legal entity.
Do I have to use AI-powered payslip scanning?
No. AI-powered payslip scanning is optional. There are other options for importing employee data as part of the Personio Payroll implementation.
Who owns the personal data and the output produced by the AI-powered scanning feature?
All output generated by the AI scanning feature is considered customer data, regardless of whether the inputs contain personal data.
Does Personio store data related to the use of the AI-powered scanning feature?
Yes. Personio stores both input and output data from the AI scan for quality assurance and to improve the feature. This data is never used for training purposes.