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Personizer Starter Guide (User)

This Starter Guide is intended to help employees quickly find their way around Personizer and get to know all the important functions.

We will go through the following steps:

General Settings
Login
Setting up your profile
Helpdesk
Support
Apps


Absence
Dashboard Absence
Overview
Requests
Approvals


Time tracking
Dashboard Time Tracking
Time Tracking
Time Sheets
Approvals
Reports



General settings



Login



There are 2 different login options:

Your account has been linked to an email address:

You have received an email with an access link. Click Log in.

Your account has been confirmed. Now choose a secure password for your Personizer account.

or

Your account was created without an e-mail address:

Credentials have been added to your account. Log in with your access data.



Setting up your profile



To set up your profile, click on the profile picture icon in the upper right corner.

Then click on Go to Profile.



You will then land on your personal profile page. Here, you have the possibility to make all changes, such as:

Add / change profile picture

Set language (DE / ENG)

Set dark / light mode

Activate / deactivate notifications via mail or Slack

Change password

Select calendar settings

Integrate calendar

Connect Personizer with Slack



Helpdesk



In our helpdesk we present the features of Personizer and answer the most frequently asked questions about our software.

To open our helpdesk, click on the profile picture icon in the upper right corner.

Then click on Helpdesk.



Support



If you can't find the answer to your question in our helpdesk, you can contact our support.

Click on Support.

A window will open. Here you can chat with our support team.



Apps



You can also connect Personizer with other software via Apps. Click on the profile picture icon in the upper right corner and then on Apps.

Personizer App: With the Personizer app you manage your working hours and absences easily from your smartphone.

Slack Integration: Receive notifications about absence requests and approvals directly in Slack.

Google Chrome extension: Track your working hours and breaks directly from your web browser.

Microsoft Edge extension: Track your working hours and breaks directly from your web browser.



Absence



Dashboard Absence



Click on Dashboard in the left navigation bar.

On the dashboard for absences you can see everything about your absence planning at a glance:

- Your coworkers' absences.
- Your remaining vacation days.
- The vacation days that have already been approved.
- The days you have worked remote (very helpful for your tax return).
- Your open absence requests.
- A calendar overview with your absences for the current month.
- A quick option to request new absences.

You can request your absences via the dashboard, for this you have two options:

Via the calendar overview:

Click on a date and select whether you want to request an absence or a sickness.

A new window will open. Here you can edit your absence. Finally, click on Send Request/Call in Sick.





Via the button at the bottom right:

Here you will find a button to quickly request your absence. Enter all the information and click Send Request. If you click on More options, a new window will open, just like the calendar overview.



Overview



Click on Overview in the left navigation area. Here you will find an overview of your absences and an overview of the absences of your colleagues. You can choose between a list view and a calendar view. The color scheme in the calendar describes the type of absence. Below the calendar, you will find a color legend with more information.

My overview

Here you find the overview of your absences for a whole calendar year. You can view your approved absences, cancel them and request new absences.

You have two options, how to request new absences:

Option 1:

Click on one of the buttons to request an absence or submit a sick note.

A new window will open. Fill in all the fields and then click on Send Request/Call in Sick.



Option 2:

Click on a calendar day. A new button will appear. Click on the desired button to request an absence or submit a sick note.

A new window will open. Fill in all the fields and then click on Send Request/Call in Sick.



My coworkers

Here you can find the overview of your coworkers' absences. You can view all past, current and future absences of your coworkers. You can also request a new absence from here.

View absences of specific colleagues:

Use the filters to search for a specific team member.

Request your own absence:

Click on one of the buttons to request an absence or submit a sick note.

A new window will open. Fill in all the details and then click on Send Request/Call in Sick.



Requests



Click on Requests in the left navigation bar. Here you can view the status of your requests. You can see if your requests have been rejected, approved, or if they are still open. Navigate the horizontal bar to find out more about your requests.



Each status page has a similar structure:

Here you can see your requests. Depending on the status page, you can see whether the request has been approved, rejected or is still open. Sometimes a reason is left by the approver.

In case of rejection, a reason must be left by the approver.

Here you can find the usual buttons for requesting new absences.

A new window will open. Fill in all fields and click on Send Request/Call in Sick.



Approvals



Click on Approvals in the left navigation bar. Here, you can approve or reject the requests of your coworkers, if you have the permissions to do so. You can choose between the full view and a shortened view. You also have the option to filter by specific team members.

Here, you can view and edit individual requests of your team members. In the full view you have a complete view with all information, in the list view the requests are abbreviated. Click on Details in the list view to see all information.

Here you will find two buttons. You have the possibility to export and save the report as CSV file. You will also find a shortcut to approve all requests with one click.

Not everyone can approve requests. The rights have to be enabled by the admin.



Time tracking



Dashboard Time Tracking



Click on Dashboard in the left navigation bar.

On the time tracking dashboard you will find your time bank and a 30-day overview with your completed time entries. You can also start your time tracking here.

Here you can start and end your working day. Click on Start Day / End Day.

Here you can record your break time. Click on Start Break / End Break.

To view your time bank, the overtime feature must be enabled by your admin.





Time Tracking



In the time tracking area you have the possibility to enter your time entries and view your time bank.

Time entries



Click on Time Tracking in the left navigation bar and stay on Time Entries in the horizontal navigation bar.

A new page will open. Here you can start your time tracking, add time entries and edit existing time entries.

Here you can start / stop your time tracking and record your breaks. Click on the left button Start Day / End Day if you want to start or end your working day. Click on the right button Start Break / End Break, if you want to record your break.

Here you can add time entries or edit existing time entries. Click on Add Time Entry for a new time entry. If you want to edit an existing time entry, click on the pencil icon.

Here you will find an overview of past workdays. You can switch between a list view, month view, week view or day view. Within the views, you can click on your time entries and edit them.

Attention: The editing of time entries can be deactivated by the admin!

You have the possibility to add time labels to your time entries. You can learn more about time labels here.



Time Bank



Click on Time tracking in the left navigation bar and then on Time Bank in the horizontal navigation bar.

At this point you can take a look at your time bank and view all changes to it.




Time Sheets



In the Time Sheets section you will find a list of all your time sheets. Your time sheet records all work and break times for one week. After the week is over, you can submit the time sheet and have it approved by your approver. The recorded work hours and breaks are posted to your time bank, which determines your overtime and minus hours. If you want to learn more about the time bank, you can read about it here.

Attention: After the approval from the approver, you can't edit the recorded time entries anymore!

Submit time sheet

Click on Time Sheets in the left navigation bar in the time tracking section. A new page will open. Here you will see your existing time sheets.

Click on the arrows if you want to view your hours worked. If your time sheet is rejected, you can find the reason here.



Click Submit if you wish to submit individual time sheets.

or

Alternatively, you can select several or all time sheets here and submit them collectively using the Submit Selected button.



After a time sheet is submitted, a sand clock icon will appear by the submitted time sheet.



If your time sheet has been rejected, and you would like to know what you can do in this case, please click here.



Approvals



In the Approvals section, you have the option to either approve or reject timesheets submitted by your employees with a reason.

This section is displayed only if the administrator has assigned the 'Add/Remove timelogs for others' permission to your user role.

Approve time sheets:

Click Approvals in the left navigation bar.

Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.



Check the time entries for correctness.



Select the requests you want to approve. You can also select all requests for an entire week.

Click on Approve Selected to approve the selected requests.

Alternatively, you can approve all open requests by clicking Approve All.



Click here if you want to learn how to reject time sheets.



Reports



Reports

Click Reports in the left navigation bar and stay in the Reports section in the horizontal navigation bar. Here you can view all your work records and export them as a file.

Here, you can select for which time period you want to create a report.

This is the report. Here you can view your working hours and your break times.

Click on the Export Data button if you want to export your report as a CSV file.



Time Sheet Reports

Click Reports in the left navigation bar and Time Sheet Reports in the horizontal navigation bar. At this point you will find reports for your approved time sheets.





We hope that this article helped you to set up Personizer. If you have any further questions, please contact our support team.

Have lots of fun with Personizer!

Updated on: 13/04/2023

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