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This article explains the feature Global Task Management and the Inbox in which each employee can access their notifications and tasks.
What is Global Task Management?
In Personio, all employees receive notifications and tasks triggered by reminders or workflows such as approvals or onboarding and offboarding. With Global Task Management, these notifications and tasks display in a centrally located Inbox that is accessible from anywhere in the tool. This allows all users, from administrators to employees, to access and work through their notifications and tasks while also navigating through other areas of the tool.
Watch our video for a short introduction to Global Task Management.
The Inbox is the central access point for all notifications and tasks within Personio. It is located on the upper right-hand side of the Personio application and can be accessed from anywhere in the application.
The Inbox as seen by a user with administrator rights
Note: Notifications are exclusively available in the Inbox while tasks are displayed in the Inbox and in the Tasks widget on the Dashboard.
Tasks are notifications that require an action, for example, time-tracking or absence requests or changes in personnel data, to be completed by the user. Tasks display in the Inbox under Tasks and on the Dashboard in the Tasks widget. In both cases, users can complete the follow-up actions for many tasks directly in the Inbox or on the Dashboard.
This table shows possible tasks and actions:
|Type of Task||Task||Action|
|Attendance||Time-tracking request bundled by employee||Navigate to attendance requests to review|
|Absence||Absence request||Approve or reject directly from the inbox|
|Absence substitution request||Approve or reject directly from the inbox|
|Overlapping absence periods||Review in the Company Calendar or approve directly from the inbox|
|Upload sick days certificate||Navigate to the absence tab and upload the certificate|
|Approve sick days certificate||Navigate to the documents tab to review or approve directly from the inbox|
|Negative balance||Navigate to the absence tab to review or approve directly from the inbox|
|Approve absence deletion requests||Review request for deletion of absences|
|Employee data||Attribute change request||Navigate to attribute change requests to review|
|Contract end date||Navigate to the personnel profile to prolong the contract or schedule termination|
|Recruiting||Feedback request||Navigate to the recruiting section to review|
|Review comment||Navigate to the recruiting section to review|
|Interview evaluation||Navigate to the recruiting section to review|
|Onboarding and Offboarding||Onboarding and Offboarding To-Dos||
Navigate to the employee profile to review
|Payroll||Review payroll information||Navigate to payroll section to review|
To display only those tasks that you want to work on, you have the option to filter for specific types of tasks such as Absence, Onboarding and Offboarding or Recruiting.
Notifications are alerts that inform the user about one-off events and do not require an action by the user. They are usually triggered by reminders. Read more about reminders in our article Creating Reminder Workflows.
In the Tasks widget on the Dashboard, a red dot on the right of the Notifications button informs about new notifications.
Notifications displayed in an employee's account without admin rights
Note: Notifications are exclusively available in the Inbox.
Typically, notifications are triggered for the following:
- Probation period end
- Hire date
- Last day of work
- Contract ends
- Termination date
- Last salary change
- Next absence
- Visa expiry date
- Any other reminders set up for attributes of the type "date", for example, reminders for Performance feedback meetings.