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Approve the preliminary payroll

This article explains why it is important to approve the preliminary payroll regularly to ensure that highlighted data changes are displayed correctly, and no information is lost. What happens when you approve the preliminary payroll By approving preliminary payroll, you can: Freeze the Personal data tab: Fix the current status of all employee data in the Personal data tab at that point in time. An export based on the data in the table is then created. Refresh highlights from this date: For the next payroll period, only the relevant changes since the last approval are marked. See additional changes in the detail view: You can still view changes made after the approval in the detail view of each individual employee, and in any further export created. When you approve the preliminary payroll regularly  If you regularly approve the preliminary payroll, the highlights marking changes in the Personal info tab will be updated each payroll period. If the approval date shifts due to operational reasons and thus deviates from your defined payroll period, the changes marked will be reliably reset each time payroll is approved. In the graphic below, the defined balance date for payroll is the 20th day of each month. The yellow bar shows the period for which data changes are marked. If you approve payroll before the balance date, for example on the 18th, the system will flag all changes occurring between that date and the next time preliminary payroll is approved, regardless of the payroll period. No changes are lost, even if you do not close your payroll until after the balance date, for example on the 21st. When you never approve the preliminary payroll If you create an export at the end of your payroll period but never approve the preliminary payroll, the flags in the Personal info tab will be updated on the first day of each defined payroll period. This means that if you create an export on another date than the end of the payroll period, you will lose all marked changes between the export date and the start of the new payroll period. The graphic below illustrates what happens when payroll is not approved. In this example, the balance date for the monthly payroll is again the 20th of each month. However, payroll was never approved. If the payroll date now changes to the 18th, and an export is created without payroll having been approved, the system automatically refreshes on the 20th, and flags for data changes made between the 18th and the 20th will be lost. If you then approve payroll at some stage, all subsequent changes will be highlighted in the Personal info tab and not refreshed until the next time payroll is approved. If you do not approve payroll again in the subsequent months, the flags will no longer allow you to identify which of the data changes are current. What happens if payroll was approved and another change happens? Once payroll is approved, the Personal info tab is frozen and will not reflect any subsequent data changes. This ensures that you will always know which information has already been transferred to internal or external stakeholders, like your payroll accountant. If there are any subsequent changes that need to be included in the current payroll period, you need to create another export. While the changes will not be marked in the Personal info tab, the refreshed export will show them highlighted in yellow. Once the export has been created, these changes will no longer be marked as new in the subsequent month.

Approve an employee request

If your company set up approval workflows and set you as an approver, approval tasks appear in the Inbox widget of your Home. There are three main types of requests you can receive for approval: Attendance request Employee attribute update request Time off request You can't approve requests using our mobile app. You must log in to Personio using a browser. If you're an approver, and you can't view or action a request, ask a Personio Administrator to check your access rights. Approve a time off request As soon as an employee requests time off, like holidays, paid leave, or sick days, Personio triggers an approval workflow. If you're a request approver, the task appears in your Home and Inbox. Click Inbox to see more details on the time off request. You can approve or reject the request directly from there. In either case, the employee receives a confirmation email. When the request is approved, the time off appears in the employee's calendar. Approve an attendance request Your company might have set up an approval process to ensure that time entries are confirmed as valid. If you're an approver for other employees' attendance requests, follow these steps: Go to the Inbox. To only see attendance requests, filter by Product Area > Attendance. Requests are grouped by employee. You have three options: To approve requests in bulk, click Approve all. Click a request to view all its details. Hover over an individual request to either approve or reject it directly in the Inbox. If you reject a request, it returns to the requester, so they can edit and resubmit it. Approve employee attribute update requests Your employees might be able to propose changes to their own attributes. Your company might have set up an approval process to review these changes before they're effective. If you're an approver for attribute updates, follow these steps: Go to the Inbox and locate the approval task. Review the request and either approve or reject it.  When the request is approved, a notification appears for the requester. Review and approve requests as an Administrator If you're an Administrator, you can see all your organization's open approval requests through the Automations area. This helps you to track progress and identify possible bottlenecks. If necessary, you can also manually action approvals. Follow these steps: Go to Automations > Overview. Locate the Open approval requests widget and click the approval type.  All open approval requests appear in a list. Use filters to refine the results. Review all requests and their details. Check the requester, status, responsible approver(s) and request type. In urgent cases, you can manually action a request, depending on the type: Time off: via the requester's Profile > Time off tab > Pending Requests.  Attendances: via the requester's Profile > Attendance tab. Click the pending attendance entry.  Employee attribute update: via the requester's Profile > Personal info. Find the section containing the attribute. Under the attribute, click the warning symbol > Review request.

Export application data

  This article explains how to export data about your job applications. You export this data from the Applications tab in the Recruiting section of Personio. Here, you can also view your full list of applications. To perform an export, you need edit rights for the Recruiting section.   What can I use the data for? You can use the data to get a detailed analysis of your recruiting process. For example, you can analyze: Your interview timeframe. Your reasons for rejecting candidates. The success of your recruiting channels. Trends in candidates' withdrawals. You can find further recruiting metrics in the Insights tab of the Recruiting section. In this area, you can track your hiring speed, progress, and effectiveness. Learn more in our article about the Insights tab.   What data is contained in the export? The application data export contains the following data: Candidate attributes: All the system and custom attributes of candidates that you have configured. Learn more in our article on configuring candidate attributes. Application attributes: Data on the application process, such as the application channel, application date, and disqualification reason. Stage attributes: The recruiting stage a candidate is currently in, and the date on which they progressed to this stage. Job attributes: All attributes that you have created in the details of the respective job. For an overview of these attributes, see the tables in the headings below.   Overview of exported candidate, application, and stage attributes Your data export contains the following system attributes, shown in the table below. You can also add your custom attributes. Column name Description Candidate ID Candidate's ID Candidate name Candidate's first and last name Gender Gender Email address Email address Birthday Birthday Available from The date on which the candidate is available to start Expected salary The candidate's salary expectations Candidate location  The location where the candidate is based Final phase The last custom stage in which the candidate finds themselves Final phase date The date on which the candidate moved into the final stage Final status Last candidate status (processing applies to all custom stages) Final status date The date on which the candidate was assigned the status Phone number Phone number Application ID Application ID Application date The application date stored in the Profile tab of the candidate's profile Application channel The recruiting channel from which the application was received Application tags Application tags Application disqualification reason Application disqualification reason Application disqualification note Notes inserted manually when disqualifying a candidate (rejected or withdrawn) Days in current phase Days for which the candidate has been in the current stage (at the time of export) New application Date when the candidate submitted a new application Unassigned Date when the candidate entered the unassigned stage Rejected Date when the candidate was rejected Withdrawn Date when the candidate withdrew the application Offer Date when the candidate was made an offer Hired Date when the candidate accepted the offer or was hired   Overview of exported job attributes Your data export contains the job attributes shown in the table below. These attributes are based on the job details of the respective job. Column name Description Position ID ID for the job Position name Name of the job Initially applied for position The job the candidate applied for initially Position creation date The date on which the job was created Position last time published Date the job was last published on the career page Position category Category assigned to the job Position legal entity name (Sub)company assigned to the job Position department name The department assigned to the job Position office name Name of the office the job is assigned to Position employment type Employment type for the job (for example, permanent, freelance) Position seniority Level of experience required for the job Position years of experience Level of experience required for the job in years Position work schedule Work schedule of the job (for example, full-time, part-time)   Create and prepare the export To export your application data, follow these steps: Go to Settings > Recruiting. Click the Applications tab. Use the filters to determine which applications to display. Learn how to apply filters in our article on the Application List. Click the three dots icon at the top-right. Select Export. Fill in the following fields:▶︎ File name: Give the export file a name.▶︎ Table columns: Select the data you want to include in your export. The candidate ID is mandatory.▶︎ Start and end date: Define the period for which you wish to export data (up to a maximum of 12 months). Your selection is based on the date an application is received. Export the file to your computer.   Open the export The export will be downloaded in CSV format. Follow the instructions below to open it with Microsoft Excel or Google Sheets.   With Microsoft Excel Go to your downloads and right-click on your file. Click Open with and select Microsoft Excel. In Excel, select column A. Go to the Data tab at the top of the page and click Text to Columns. Select Delimited and click Next. Select Comma and click Next. Click Finish.   With Google Sheets Open a new spreadsheet. Go to the File tab at the top of the page. Click Import > Upload. Select your export file and click Open. In the pop-up window, under Separator type, select Comma. Click on Import data.   Sample data set Refer to the download section in the article's sidebar to find a sample data set and sample calculations for the four types of analyses below. Disqualification Reasons: Find out why your candidates are disqualified from the application process, based on your configured disqualification reasons. Time to Screening: Find out how long it took new candidates to progress to the screening stage. Channel Conversion: Find out which of your recruiting channels is most successful. Referral Success Rate: Find out what percentage of successful applications are attributed to referrals. TipThese analyses are just examples of how you can use the data export for your purposes. You can use the formulas provided in the sample export as templates. However, you may need to adjust the formulas to the columns you have selected for your data export.  

Multiple applications of the same candidate

  This article explains what happens if a candidate applies to multiple jobs, and how to see this in Personio.    Warning in the candidate's profile If a candidate has applied for more than one job (using the same email address), the following warning will be displayed in the application. If you click on multiple jobs, you will see the following: A list of all the jobs the candidate has applied for. The application date. The stage the candidate is currently in for the corresponding job. The disqualification reason (if applicable). This way, you can easily identify if the candidate is currently in another open process, or why a candidate was disqualified from a process.    Attributes transfer for multiple applications   If a candidate applies for different positions, the candidate's information is transferred from the most recent application. This means that attributes are filled with the information provided at the time of the last application and override the previous data entered by the candidate. For example: 1st application: candidate enters a salary expectation of €50.000. 2nd application: candidate enters a salary expectation of €60.000. The salary expectation for the first application will change to €60.000    

Manage approval requests during an approver's time off

In Personio, employees can log work hours or request time off anytime, even if their approver is absent. To manage requests when an approver is absent, the delegate approvals feature is often used. This is available for time-sensitive requests, like working hours or time off requests. It does not apply to changes in employee data. Additional management options are mentioned below. Options to manage requests when the approver is absent There are three options to manage requests during an approver's time off:  Delegate approvals and send requests to the approver's supervisor. Create a temporary approver and choose another employee (other than the approver's supervisor) to approve requests. Manual approval by an Administrator. Delegate approvals You can use the approval delegation feature if you: track your employees' time off in Personio. track your employees' working time in Personio. have set up approval workflows through Settings > Approvals. To enable approval delegation, follow these steps: Go to Settings > Approvals and select the relevant time off or attendance tab. Go to the Delegate approvals section and select the Enable Delegation checkbox.  Save the changes. If the primary approver is absent, approval requests redirect to their supervisor's Inbox. Any requests the supervisor does not action will disappear from their Inbox once the primary approver returns.  NoteEmployees set as substitutes for an absent approver don't receive approval delegations. Also, the Delegate approvals feature doesn't include the Remote Work time off type. Create a temporary approver You can use employee roles to create a temporary approver other than a supervisor. Follow these steps: Go to Settings > Employee Roles and click Create new role. Name the role and assign the temporary approvers to it. Assign the role the necessary access rights to manage approvals. Create an employee filter that includes the employees whose requests the substitute will manage.  Assign the temporary approver role as the approver for the relevant steps. Repeat these steps for different request types.  When the supervisor returns, go to Settings > Approvals to revert the changes. Click Manage employee filters and delete the employee filters created for the temporary approver. TipWhen the primary approver requests their time off, they should choose the temporary approver as a substitute. This ensures the temporary approver receives a substitution request. It can act as a reminder about upcoming time off requests that may need their attention. Manually approve requests as an Administrator For urgent cases, Administrators can manually approve requests by following these steps: Go to Automations > Approval requests. Click View all approvals to see a list of open approval requests. Find the request that needs to be action, and the assigned employee in the approver column. Log in as the employee assigned as approver and manage the request. NoteOnly use this option for urgent cases. This helps avoid disrupting internal team workflows, arrangements, and responsibilities. For more information about the Automations area, visit this Help Center article.

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