Digital Personnel Files

Forget about Searching Personnel Data

In Personio, all employee data is stored and modified online in digital personnel files. All it takes is a few clicks.
Alternatively, have your employees update their own employee data to complete your administrative tasks in a third of the time.

Personal sits cheerfully at the PC

Reduce Administrative Effort

A Single Location for All Data
Never lose time again maintaining employee data across different lists. In Personio, all the employee data you need is stored centrally in digital personnel files. Any modifications therefore only need to be made once.

Anytime Access to Employee Data – Whether by You or Authorized Colleagues
Once upon a time, when HR colleagues needed file x on employee y, it needed to be physically sent. With Personio, this inefficient practice is a thing of the past. Personio ensures that all the data you need is available at any time, to you and your colleagues, so you can work independently of each other.

Lean Back and Let Your Employees Take Over

Employees Update Their Own Data
With Personio’s Employee Self Service, employees update their own master data, and their managers approve changes in a one-click process. This level of administrative transparency inspires trust among employees while also reducing HR workloads.

Avoid Incomplete Master Data
Incorrect master data causes errors, e.g. in payroll accounting. Personio’s Employee Self Service helps ensure that employee data is always up to date. Alternatively, pre-populate the database with information such as titles and salaries so you will not need to worry about it as you approach key payroll dates. You can rely on Personio to transfer all updates automatically to minimize the risk of errors as the next key payroll date approaches.

Personio employees at desk
Hands operate laptop

Error-free, Data Protection-compliant Data Administration

A Single Source for Harmonized Data
A copy of a copy of a copy… Any time duplicate lists are maintained, there is a chance that different versions of documents are circulated – and inconsistent data results in errors. In Personio, employees access specific, centralized data, rather than data being disseminated to employees.

Compliant Data Management
Who is authorized to view and update your lists and send them from A to B? A lack of transparency causes gaps in data protection. You decide who has access to and who may modify which personnel data.

Flexible Design, Clear Overview, Less Paperwork

You decide which information gets to be stored in your employees’ profiles. To ensure that your company’s processes are mapped optimally, Personio allows you to create different sections, e.g. for personal data and associated employee attributes such as names, email addresses and telephone numbers.

Digital File_Dashboard Screenshot EN

Never Miss Important Dates

Just imagine: An employee successfully completes his/her probation period – and nobody remembers. Even with a handful of employees, it can become difficult to remember all key events and dates. With Personio, you simply enter key events and their dates, and the system sends you and your managers timely reminders for important dates such as performance reviews at the end of probation periods.

Precise Rights Management

You determine which employee data is only accessible to HR and what information may also be viewed by other employees or teams. As a result, employees are able to access key non-confidential information about their colleagues from their personnel files, which promotes new employees’ social integration.

How much Leeway do you Have to Improve your HR Management?

Personio supports you in all of your HR processes, from managing applicants or vacations to payroll accounting. Receive a free Test-Account or find out in our 20 minute Webdemo which processes you can optimize through the use of more efficient software.

Cloud Services Made in Germany

Data Security Made in Germany

  • ISO Certified
    All data is stored and processed on our iso-certified severs in Frankfurt. Additionally, back-ups are filed in different locations to ensure that no data can get lost.
  • SSL Secured
    Sophisticated safety measures in our code base as well as SSL encryption further protects your data against attacks of all kinds.
  • 2-Factor-Authentication
    Two-factor authentication and our role-based multi-level access rights concept grant you full external as well as internal control and security for your data.

Contents of the Employee File

  • The employment contract
  • Proof of trainings/education
  • For foreign employees, the work permit
  • If necessary, warnings (usually for up to 3 years)
  • CV from the application

However, documents with information on medical history, or anything to do with the private life of the employee, has no place in the personnel file.

Access by Employees to Their Personnel Files

Every employee has the right to see their personnel file. When the file is electronically saved and archived, the employee can do this easily from their desk or even smartphone.When the personnel documents are stored in paper form, an authorized employee from the human resources department must make the required file accessible. Modern software solutions usually have an authorization concept that determines the rolls for employees and groups. This allows, for example, normal employees to see only their own file while supervisors will be able to view the files from their employees. Members of the Workers’ Council or the HR department can be given specific access rights as well.Employees without their own computer can exercise their rights using a computer terminal or through the access in the HR department.

Data Protection and Digital Personnel Files

Every business is required to protect personnel files from access by unauthorized third-parties. When the files are electronically managed, you must be careful to ensure the server, where the documents are saved, meets the legal requirements and that you have a contract regarding data processing with your provider.

All documents managed with the Personio HR Management Software are stored in ISO certified data centers in Germany. Thus, nothing stands in the way of successful digitalization.

Recruit, Manage & Develop

All in one Place

Applicant Sourcing

Create job ads with only a few clicks and publish them on the integrated career webpage as well as on over a hundred job portals.

learn more
Applicant Tracking System

Keep an eye on all candidates, open positions and feedback from colleagues. Minimize your time-to-hire and make objective decisions.

learn more
Onboarding/Offboarding

Personio helps small and mid-sized companies plan and implement their onboarding processes in a structured manner – all in the interest of seamless cooperation.

learn more
Digital Employee File

With digital employee files, HR Managers can pull up all relevant information at the click of a button at any time.

learn more
Payroll

Forget about complicated Excel spreadsheets, manual calculations and stressful end-of-month pay runs and let Personio take care of all your payroll accounting at the click of a button.

learn more
Document Management

Give your employees access to the documents they should be able to see while secure in the knowledge that the documents you need will be at your fingertips at any time.

learn more
Attendance Tracking

User-friendly entry forms prevent mistakes, while smart background operations reliably calculate correct aggregate working hours. Fully customizable.

learn more
Absence Management

Do away with Excel & Co. for recording and managing annual leave, sick leave and other types of absences.

learn more
Performance

Store your employees’ individual target agreements in Personio and implement standardized processes across departmental boundaries.

learn more
Feedback

Personio facilitates transparent, streamlined processes to ensure standardized performance appraisals.

learn more

Please get in Touch

Customer Support

+49 (0) 89 1250 10 03

Questions about our software

+49 (0) 89 1250 10 04