Digital employee file

The digital personnel file, also known as the electronic personnel file, replaced the traditional personnel file. With the digital version, an HR Manager can pull-up all relevant information with a push of the button at any time. The goal of the digital personnel file is to streamline administrative procedures and thereby make work in Human Resources easier.

Employee management in Personio

Employee Attributes

Any desired employee attributes

Decide which information you want saved in the personnel file and create new sections or attributes you want depicted in the employee profile.

Role-based viewing and editing rights for employee data

You decide which employee roles will be created in Personio and what access, proposal, and editing rights will apply to each role.

Orgchart View Personio

Viewing tables and org-charts

The employee overview can be depicted and exported in tabular or organigram format.

Employee management in Personio

Advantages of the digital employee file

Quicker access

Employee information is accessible from any location at any time.

Precise rights management

Precise control over who may see or change certain information.

Less costs

Avoiding the use of paper personnel files saves time, storage room, and money.

Exchange data easily

Information can be quickly, consistently, and securely passed-on to tax advisors.

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

Information relevant to the employment relationship is recorded in the personnel file. What exactly this includes is not defined by law.

Usually it includes:

  • 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

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

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

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

learn more

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