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Create onboarding role with specific permissions before start date

L
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Hi personio,

we discovered that new joiners need to login to personio BEFORE their start date as we need some information urgently for onboarding them in time. Some information are really sensitive and new joiners refuse to send them by email which is understandable. 

Easiest solution would be to just create a profile before their start date. However then they are automatically assigned to the role “All employees”, but this role is by definition only for active employees.

My suggested solution would be to create an extra “Onboarding” role.. but this would interfere with the “All employees” role.

What do your suggest to solve this?

Beste Antwort von Lena

Dear @Larissa Horst, Dear @Dana,

you are right currently there is no such solution, nor idea in the ideation area to schedule an employee role change. 

Regarding the Access Right for future New Joiners, I can think of a solution:
The system role “All employees” gets very limited access rights. And the employees get most of their access rights through an other role, eg. “internal”.
Only within the New Joiners Onboarding Process they do get the employee role on the day of their start in the company (Add an Onboarding Step). 

What Do you think about this solution?

Best Regards, 
Lena

PS: Currently we are in the German community, we do also have our international Community (https://community.personio.com/) where the Main Language is English in case you prefer English. :) 

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6 Antworten

Dana
Helping Hand
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  • DanaHelping Hand
  • Helping Hand
  • 51 Kommentare
  • 2. März 2022

Dear @Larissa Horst and Personio, 

 

I was hoping that a scheduled change in the profile of the new hire - namely “employee role” - would work, but unfortunately it does not (it’s not available in the drop down menu atm). Maybe an idea for the ideation area? Or is there another loop around? I am thinking about our onboarding process and we do send some onboarding emails to them, but their account access starts with their first day. Not sure if working with a reminder would solve the problem in the meantime?

Definitely a great question! Thanks Larissa! 

Best, 
Dana

L
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  • L
    Larissa Horst
Lena
Ehem. Community Moderator*in
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  • LenaEhem. Community Moderator*in
  • Ehem. Community Moderator*in
  • 3819 Kommentare
  • Antwort
  • 2. März 2022

Dear @Larissa Horst, Dear @Dana,

you are right currently there is no such solution, nor idea in the ideation area to schedule an employee role change. 

Regarding the Access Right for future New Joiners, I can think of a solution:
The system role “All employees” gets very limited access rights. And the employees get most of their access rights through an other role, eg. “internal”.
Only within the New Joiners Onboarding Process they do get the employee role on the day of their start in the company (Add an Onboarding Step). 

What Do you think about this solution?

Best Regards, 
Lena

PS: Currently we are in the German community, we do also have our international Community (https://community.personio.com/) where the Main Language is English in case you prefer English. :) 

Anke
Skiller
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  • AnkeSkiller
  • Skiller
  • 344 Kommentare
  • 2. März 2022

Hi @Larissa Horst,

you could set the role All employees to be very restrictive and create a second role All active employees  where you only include the active employees.
However, you must then always remember that new employees are also assigned to this new role as soon as their status changes to active. This could be solved through an onboarding step.

Best regards

Anke

Anke
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  • AnkeSkiller
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  • 344 Kommentare
  • 2. März 2022

Hahaha, @Lena was once again faster than me :D

L
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  • Larissa HorstFollower
  • Autor
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  • 6 Kommentare
  • 2. März 2022

Hi @Lena,

thank you for your answer. I will implement it like you proposed :) shall I create a new idea?

 

@Anke thank you too!

 

L
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  • Larissa HorstFollower
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  • 6 Kommentare
  • 24. März 2022

Hi @Anke @Lena 

I noticed your suggested workaround is not working.

Before the actual hiring date nobody should have access to other employees data and s far as I know I cannot restrict the employees list view at the roles.

So unfortunately there is no other solution so far than asking manually for the data.

Thanks anyways!

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