Personio Tips & Best Practices (EN)

Hi,I am looking for the smartest way to automatically create new applicants in Personio from external software (e.g. from a custom job portal) using Zapier. My goal is to upload their CV directly to their Personio profile.Currently, I receive the CV as a Base64-encoded string from the external software. I have tried decoding this to binary and passing it to Personio via the API (through Zapier), but I keep running into errors and the file does not upload successfully.Has anyone successfully implemented this workflow?What is the recommended method for converting and uploading files (such as CVs) to Personio via Zapier? Should the file be sent as a Base64 string, binary, or some other format? Are there any specific requirements or examples for the file object structure that Personio expects?Any advice, best practices, or code snippets would be greatly appreciated!

Hi everyone.I have a question about the contract renewal overview in Personio!We work in hospitality so we use to send a monthly overview of the contracts that are expiring soon per hotel to the General Manager of the hotel.Currently, all the contract renewal requests are submitted in Monday.com, since it´s not possible to submit them in Personio. In that case, we are maually adding notes per employee on whether there has been an action taken on the expiring contract (eg Request for extensions submitted) or not.This process is very manual so I am looking for best practices on how to have a clear overview of the expiring contracts + the actions taken withing the system.Any ideas?

Hi, We are about to launch our first cycle in compensation app regarding salary increases.We have 5 legal entity and 4 different curencies in our company. Please look at this question - maybe you will have some advise for us?If the list of participants is not finalized in the cycle, any setup done afterwards is deleted. I set up budgets, exchange rates, and approvers, but when I returned to the Participants section and removed one employee, all my changes disappeared, even though they had been saved before.

Hi!How have you build your full performance year process in Personio?Do you use several cycles or just one?How have you combined goals setting and Personio cycles+templates information together?I’ve been planning to make one cycle with end of year discussion and career development discussion together. 

Hi everyone,We’re currently exploring new Applicant Tracking Systems (ATS) that can integrate with Personio.Our company operates in the hospitality industry, and we manage both centralized and decentralized recruitment. In practice, this means that all senior or HQ-level positions are handled centrally, while our Hotel Managers are responsible for recruiting for their own properties.I’d love to hear from colleagues in industries with similar setups, such as hospitality or retail, who have found effective ATS solutions that work well in both centralized and decentralized environments.Any recommendations or insights would be greatly appreciated!Thanks in advance for your help,Best regards,Vasiliki

Hi guys,Is there a way to automatically assign the time off policies to new employees based on i.e. their location? Or generally assign some policies as a standard process without having to do this manually?I already checked the workflow section and time off settings but couldn’t find something. Thought maybe you guys have a workaround for this or can share how you do it. :-)Thanks!Sabbu

Hi everyone,We're currently reviewing our parental leave setup in Personio because our existing process is becoming challenging to manage, and we'd love to hear about your best practices!We currently use accrual policies for: Maternity leave Extra partner leave Partner leave Paid parental leave Our current structure is causing a couple of pain points: "Papa/Mama Dag" (Single Days): Our team needs to request each individual day of this type of leave separately. This creates a lot of unnecessary manual effort for both the employees and our HR team. Unpaid Parental Leave: For unpaid leave, our current workaround is to only adjust the employee's working hours. Because this impacts benefits, we can only make this change effective on the first of the month. This makes it difficult for employees who need flexibility and creates a heavy, manual workload for us to track how much leave has been taken. We are looking for a more sustainable and less manual approach.Specifically, we're inte

I’ve been trying to get somebody (I honestly dont care who exactly it is anymore) on the phone to talk about our plan, the number of accounts we got etc. Communication via Mail would be fine too - I dont want to waste too much of your precious time.However, some things, like reducing the number of acounts included in my plan, I cannot do by myself.What can I do to reach an actual person in order to reduce my number of accounts? Anybody?Thank you. 

We are working to get to grips with the compliance around retention of our candidates for the correct timescales (we’ve gone with 365 days) and as ever this is a balance of keeping hold of talent.Has anyone cracked this in terms of hitting the countdown clock, asking to keep in touch, retaining for longer with consent blah blah???We are trying to update our applicant privacy policy, the process in Personio and our internal operating process around this and it is HARD. Is anyone out there getting this right without hours of data management?….. and are you willing to share your higher knowledge 🙏🏻I am more than happy to share documentation that i have with anyone 

Hello all,We are designing our Performance management based in Personio possibilities and we realized that it brings some confusion having templates (cycles) and goals separate and not able to link feedback to goals. Moreover, we can only use one template per cycle, which sometimes makes it complicated to gather feedback after a personal feedback conversation.  I’d like to understand how are you using performance and goals to get the most out of it, what things did not work and are working well for you?  I am also happy to schedule a call and share best practices on this topic :)

We integrated Personio with payfit (our existing payroll provider) early on in our Personio journey and indeed it was one of the reasons we went with Personio...this link seems to be broken and the two firms are so busy pointing fingers at the other that synching our data is a constant worry.Anyone else have this integration…..and is it still working or have you found a solution to the brokenness.It feels like manual payroll all over again whilst refereeing a rugby match…We need help…..​@Moe

Dear Voyager Community,we’re considering connecting Personio to MS Teams, to enable the respective functionalities (daily updates, requesting absences via teams chat, etc.), but we’re having a hard time imagining how useful it will be. Can any of you, who have the connection active, share your experiences with it? Did you find it useful, how was the set-up and how well does it work for you? Thank you all and have a lovely day,Moni

Hello everyone,We're an NGO with around 65 employees and currently use Personio for our annual skills assessment reviews. We're now looking to integrate a quarterly review process and are exploring how best to set this up (different cycles, one cycle with everything,...).We’re curious to hear how other organizations are using Personio for bi-annual or quarterly reviews between employees and their managers.Any insights, best practices, or tips would be greatly appreciated - and we’d be happy to share our own experiences at the same time!Thanks in advance 😊

Hi all, Ireland is required to comply with Gender Pay Gap Reporting guidelines this year and our team is beginning to outline a process for this ahead of time and would love your ideas on how to get started. Are you using Personio to help generate the data required by the EU? What helped most? What attributes did you need to implement to generate the data? How did you set your reports up to provide the best picture? Any and all guidance is much appreciated! 🙏🏼

Hello everyone,We are currently facing a challenge with time tracking in Personio and would like to know how you handle this—and at the same time bring this issue to Personio's attention. Specifically, the issue is this:There is currently no way to limit the start and end times for ongoing daily time tracking. A limitation (e.g., “only recordable within the actual time of day”) can only be set retroactively – not for the current day. This means:Employees can adjust their current working hours as they wish. In our view, this opens the door to conscious or unconscious inaccuracies and makes time tracking less audit-proof.According to support, the only solution would be to switch completely to terminals. However, this is not practical for us, as many of our employees work from home or are on business trips – they would then have no way of recording their time. Our questions to you:Have you found a workaround for how to solve this issue organizationally or technically? Are there any proces

Hi all,I want to start implementing the Personio Document Templates and I was wondering if anyone has any useful templates that you could share! Many thanks 

Hi Everyone,We are currently recording on-call time as a project in the attendance system. However, this approach causes the on-call hours to also appear as overtime, which results in them being counted twice — once as on-call hours and again as overtime.We would like to allow employees to track both on-call and overtime hours, but without double-counting the on-call time as overtime.Could you please suggest a solution or best practice for handling this in the system? Ideally, we’re looking for a way to differentiate these two types of hours clearly while still capturing them both for reporting and payroll purposes.Thanks in advance for your support!

I’d be interested to know how other people store the record of the onboarding and offboarding checklists. We would like to have this as a record to refer back to, should it be required, however we haven’t discovered a workable way of doing this so far.Also if you replace an onboarding checklist with a position change checklist we would still want a record of the original.Would love to hear if anyone else finds this difficult or if you have found any work arounds!Thanks 😊

Hi all,Has anyone implemented (successfully) the automated candidate screening feature?Can you share some tips and tricks?I tested this in another ATS and switched it off because some of the profiles that were deemed non-matching were interesting upon review by a recruiter.Thanks,Ruben

Hi all,I’m trying to find out how to better use the Automations feature on Personio and I’m curious how other HR Leaders do it. If you do, would you mind sharing which tasks more exactly do you use automations for?Many thanks in advance!