1. Your first steps with Personio Personio Employee Manual

2. Personio Employee Manual
Your own Personio account provides you with an immense variety of options
Personio Employee Manual
01 What is Personio?
02 Data protection in Personio
03 How do I activate my Personio account?
04 The Dashboard
05 The Employees Overview
06 First steps
07 Your Employee Profile in detail
Personal info - Your personal data
Salary - Your salary components
Documents - Viewing your documents
Attendance - Tracking your attendances
Absence - Requesting absences
Performance - Your Feedback-Meetings & targets
Onboarding - Your tasks for new employees
History - Your historical data
Notes - Your notes & reminders
08 The Calendar
Absence Timeline - Overview of absences
Events Calender & Export - Overview & Exports

3. What is Personio? Overview of Personio - The HR operating system
Personio is a holistic HR and applicant management software.
Your Account
You have a personal employee account that provides you with a large number of options.

4. Data Protection and IT Security at Personio
Your data in Personio
Data Protection and IT Security at Personio
Data protection
Data protection and information security are key elements of Personio’s products and services. Protecting your data and earning your trust is essential to us.
Our practices are based on the legal framework of the European General Data Protection Regulation (EU GDPR) as well as common standards and guidelines such as ISO/IEC and the principles of basic IT protection (“IT-Grundschutz”) of the German Federal Office for Information Security (BSI).
Last Update September 2019
Find our Whitepaper Datenschutz (German version) here.
Further information can be found in our FAQs.

5. How do I activate my Personio account?
Step by step guide for signing in to your Personio account
How do I activate my Personio account? 1 2 3
Your company will send you an invitation via with a link to your personal Personio login. Follow the link in the invitation message.
Set up your personal password.
Log on to Personio via your company logon screen.

6. The Dashboard Gain insight and keep track of what is happening
Access your account settings.
Use the global search to find employees.
All your appoint-ments at a glance.
Navigate directly into your profile.
View current absences of your colleagues.
Overview of all your tasks and reminders.
Request an absence type and overview your balance here.
Congratulate your colleagues on their birthday.

7. All Employees in one overview
The Employee Overview 5 4 1 3 2
Create individual views of the employee list. 1 +
Sort the columns e. g. the Last name in alphabetical order.
Make use of the filer option to view e.g. a certain Office. 2 3
Click Save current view and name it. 4
Click on Views in order to select your saved views or Return to default view. 5

8. First steps - Personal settings
Personalize your account in the settings
First steps - Personal settings 1 2 3 4
Personal settings
Select the language you prefer (English or German).
Configure your notifications.
Set up custom reminders.
Design your personal signature. This information is only relevant if you have access to the applicant management tool.

9. First steps - Your Employee Profile in general
Access all features in Personio quickly and easily through your employee profile
First steps - Your Employee Profile in general
The Employee Profile
The employee profile contains the tabs Information, Salary, Documents, Attendance, Absence, Performance, Onboarding, History and Notes.
Depending on which option your company is using, you may be seeing fewer sections.
Add a picture of yourself to your account.

10. Your Employee Profile - Information
Keep your personal details up to date
Your Employee Profile - Information
Information
This is where you find an overview of all your personal employee data.
Depending on the access rights you have been granted, you may change them or request changes to be approved.
Editing your data
Click on the blue pen symbol next to the respective section header. Make the required adjustment (e.g. change of address). To complete the process, click on Submit.

11. Your Employee Profile - Salary
Get an overview of your salary and other payments
Your Employee Profile - Salary
Salary
By default the tab Salary always shows the salary components Main salary and Extra payments.
The Salary Details view provides you with an overview of all your historical salary data. 1 2
Fix salary / Hourly salary
Extra Payments 1 2

12. Your Employee Profile - Salary / Bonus & compensations
See further individual components of your salary
Your Employee Profile - Salary / Bonus & compensations
Bonus & additional compensation
Further salary components, such as bonuses or additional regular compensations, are being summarized in the regular payouts section. Personio also shows these salary components in the yearly overview. 1 2
Bonus
Additional compensation (e.g. Surcharge Public Transport) 1 1 2

13. Your Employee Profile - Documents
Find all your documents at a glance
Your Employee Profile - Documents
Documents
Take a look at your employee documents, such as your work contract, recommendation letters, and certificates.
To upload a document select Upload and fill in the appearing mask. Complete the process by clicking Upload.

14. Your Employee Profile - Attendance
Enter your working hours and keep track of your attendance times
Your Employee Profile - Attendance
Keep track of your working hours.
Attendance
Enter your daily working hours including the start and end times as well as breaks in the list.
Once the status changes to Confirmed, the times you entered are saved in the system. Depending on the settings, this may require confirmation through a supervisor or the HR department.

15. Your Employee Profile - Absences
Overview your absences
Your Employee Profile - Absences
Absences
Request absences and keep track of these days in the calendar.
Absences can include vacation days, sick leave, or business travel.
By default, public holidays are being displayed in green, further color marks are connected to the corresponding absence type. 1 2 1 2

16. Your Employee Profile - Request Absences
Request your vacation and enter sick days
Your Employee Profile - Request Absences
Request Absences
Select the absence type and specify the duration.
If required, nominate a substitute for the time of your absence.
Your request is transferred to the responsible person and confirmed in Personio.
In case of sickness, you can upload your sick leave certificates directly in the absence type. You can find all your uploaded certificates in your Documents section. 1 1 2 2 3 3

17. Your Employee Profile - Performance
Take a look at your target agreements and feedback meetings
Your Employee Profile - Performance
Performance
Enter the Performance tab to take a look at your individual target agreements.
Use the calendar to keep track of your performance related meetings (such as feedback meetings) and gain insights in your results.
All documents from your feedback meetings are automatically saved under Documents > Performance.

18. Your Employee Profile - Onboarding
Personio supports you in staying on top of your tasks as a new employee in your company
Your Employee Profile - Onboarding
Onboarding
As a new employee, you have certain tasks to complete during your first working days.
Personio provides a clear progress display of all your tasks and reminds you via of open to-dos.
The status gives you a clear indication of which tasks are open (orange), overdue (red) or already completed (green).
Finalize individual to-dos by clicking Mark as completed.

19. Your Employee Profile - History
View your historical data changes at a glance
Your Employee Profile - History
History
Gain insight in your personal employee history.
This view shows your historic salary changes as well as changes in your position, department and office.

20. Your Employee Profile - Notes
Create notes and reminders
Your Employee Profile - Notes
Notes
In the Notes tab you can create individual notes.
By clicking on Create Reminder you gain an overview of all attribute-dependent reminders* (e.g. birthdays).
In addition, you have the option of adding individual reminders that are independent of attributes (e.g. for planning your annual vacation).
*In order to edit attribute-dependent reminders, please navigate to your Personal Settings.

21. Calendar - Absence Timeline
All your absences at a glance
Calendar - Absence Timeline
Absence Timeline
Access the global calendar from the main menu.
Define which Absence Types and Holidays you would like to view.
Additionally you have the option to filter for Subcompany, Office, Department, Team and Status.
Click on a colored absence period within the calendar to view detailed information about your colleagues absence.
Request absence periods.

22. Calendar - Events Calendar & Export
View and export appointments
Calendar - Events Calendar & Export
Calendar
Define under What to show? which events are visible in your overview.
Your Events Calendar contains reminders, performance feedback meetings and recruiting events (only with access to application management).
Integrate the Absence Timeline and Events Calendar into common calendar tools (e.g. Google Calendar, Outlook) by clicking on the Export button.

23. For further details, please visit our helpcenter at:
The HR Operating System