Guide for Admins
We'll show you how to get Personizer ready for your business in just a few steps.
We will go through the following steps:
To set up your profile, click on the profile picture icon at the top right .
A new button will open. Click on Go To Profile .
You will then be taken to your personal profile page. Here you can customize your profile picture in the upper area by clicking on the pen and switch to different sections (Overview, Contact, Profile Settings, Integrations, Contract, User Settings) in the lower area.
Overview
Here you will find a brief overview of your Personal Data and Business Data for your account.
Under the personal data you can see, for example, which emergency contact has been created and brief information about yourself.
Under the business data, you will see company-related information about yourself and your employment contract, such as your personnel number and your work schedule.
Contact
Here you will find your contact details. Here you can see:
Your business data, such as your personnel number, acronym or your phone number (business),
your personal data, such as your date of birth, marital status or your phone number (private),
your address (private),
your address (business),
and your emergency contact.
Note: You can edit your emergency contact as a user, the other data is edited in the personnel file by your admin.
Profile settings
Here you can edit your profile settings, such as your Personal Settings , your Notifications and Change Password .
In your personal settings, you can set your language settings, dark mode and display options.
Under Notifications, you can specify the channel via which you are notified outside of Personizer. You have the options of email and Slack.
Under Change password you can change your existing password. To generate a strong password, we recommend using upper and lower case letters, special characters and numbers.
Integrations
Here you can find our available integrations. We currently offer iCalendar Feeds and a Personizer Service for Slack .
Personizer offers the possibility to integrate and display events in the calendar app of iOS devices. This is made possible via a so-called iCalendar feed. If you want to learn more about this, click here .
We also offer the possibility to add a Personizer bot in Slack. If you want to learn more about it, click here .
Contract
Here you will find your registered contract settings in Personizer, including your Contract Data , your Vacation Policy and your Work Schedule .
In your contract data, you will find general information about your employment contract. For example, you can see your job title, your contract term and the end of your probationary period.
Under Vacation Policy, you will find your registered contract information on the subject of vacation regulations. This includes your annual leave entitlement and the expiry of your remaining leave.
Under Work Schedule, you will find the contract information you have entered on the subject of working time regulations. The working time model defines the daily working hours and break times.
User settings
Here you will find your registered user settings in Personizer, including your Assignments and Approval .
Under Assignments, you can see which company and team you are assigned to.
Under Approvals you can see which approvers have been assigned to you or whether you can confirm your approvals yourself.
In our help center 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 Help center .
If you can't find the answer to your question in our help center, you can contact our support.
Click on Support in the top right-hand corner.
A window will open. Here you can chat with our support team.
You can also connect Personizer to other software via apps.
Click on the profile picture icon at the top right
A new button opens. Click on Apps .
A new page will open with a list of available apps. You have the following apps to choose from:
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. If you want to learn more about the Slack integration, click here .
Google Chrome extension: Record your working hours and breaks directly via your Google Chrome web browser.
Microsoft Edge extension: Record your working hours and breaks directly via your Microsoft Edge web browser.
The following sections will show you how to set up your organization information step by step. We'll start by showing you how to add companies, teams and users to your account.
You probably already noticed that your account is filled with demo data. If you want to configure Personizer for your company, you should first remove the demo data.
Click on Home in the left navigation bar.
Then click in the upper banner on Remove Demo Data .
The first step is to create your company. To do this, click on Companies in the left-hand navigation bar.
An overview will open in which you will find a list of your companies.
Click on the pencil icon and edit the company to apply your individual settings.
To add new companies, click on Add Company in the upper right corner.
After clicking on Add Company a new window will open. Here you can enter the data for your new company. Once you have entered the information, confirm your entries by clicking on Add Company.
The second step is to create the teams. To do this, click on Teams in the left-hand navigation bar.
An overview will open in which you will find a list of your stored teams.
Click on the pencil icon and edit the team to apply your individual settings.
To add new teams, click on Add new Team in the upper right corner.
After clicking on Add new Team a new window will open. Here you can enter the data for your new team. Once you have entered the information, confirm your entries by clicking Add Team.
The third step we recommend is to create the employees. To do this, click on Employees in the left-hand navigation bar.
An overview will open where you can find a list of your stored users. To add new users, click on Add Employee in the upper right corner.
After clicking on Add Employee a new window will open. Here you can enter the data for your new user. Once you have entered the information, confirm your entries by clicking Add Employee.
An invitation e-mail is automatically sent to the person in question. You will now find the invited person in the list with an invitation-sent icon. As soon as the invitation has been accepted, your team member can use Personizer.
Note: Make sure that your employees are assigned to the right team.
Alternatively, you can add your employees by uploading a CSV file.
To do this, click on Employees in the left-hand navigation bar.
In the next step, select Import in the horizontal navigation bar.
Here you will find an option to add multiple employees via a CSV file. There is also a example file here that shows how the CSV file should be structured.
In Personizer, you can easily create individual roles and define which authorisations different users have.
To create your own role, select Companies from the menu on the left.
You will now find various options in the top navigation bar. Click on Roles .
A new window opens. Here you can add a new role by clicking on Add Role in the top right-hand corner.
Another window appears in which you can give the new role a name and assign specific rights. Simply tick the relevant boxes . Finally, save the role by clicking on Save .
In the user settings, you can now assign the created role to the respective employee.
You can easily create your own absence types for your company.
First click on Companies in the left navigation bar.
Your settings will open. Now click on Absence Types in the upper navigation bar.
An overview opens, here you will find all stored absence types. Click on the button Add Absence Type in the upper right corner.
A new menu will open. Now fill in all relevant fields and finish your entry by clicking on Save .
After you have completed all steps, you will find the new absence type in the overview.
With Personizer, you can record absences for the entire company - ideal for team events or holiday suspensions.
Select My Team in the left-hand menu.
Then click on Bulk Absence in the top navigation bar.
A new window will open in which you can enter all relevant information. Save your entries by clicking on Save .
All employees are automatically notified by system e-mail and are therefore directly informed.
With time tags, companies can measure and evaluate the working time for a specific tag in addition to the general working time. For example, the working time used for a specific project can be measured and evaluated individually. If you want to create a time tag, proceed as follows:
To create a time tag, click on the Companies tab in the left-hand navigation bar.
Your settings will open. Then click on Time Tags in the horizontal navigation bar.
A new window opens. Click on Add Time Tag .
A window opens in which the time tag can be created. Enter a name for your time tag in the input field under Name of tag and then add the corresponding teams under Assigned teams .
Then click on Save to create your time tag.
If you want to edit a time tag, proceed as follows:
Click on the pencil icon next to the time tag to edit it.
Use the Status button to temporarily archive the time tag or to reactivate it.
Then save your changes by clicking on Save .
If you want to delete the time tag permanently, click on Delete Tag .
To do this, click on Companies in the left-hand navigation bar in the admin area.
Your settings will open. Then click on Payment types in the horizontal navigation bar.
A new window will open. Click on Add Wage Type .
Another window opens in which you can create the wage type. Enter a suitable name in the input field under wage type name and then configure the following information.
Finally, click on Save to create the new wage type.
A work schedule enables employees and employers to establish certain framework conditions for working time . This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Click in the left navigation bar on Companies and click on Working Schedules in the horizontal navigation bar.
Here you will find the Work Schedules function. Click on Create New Work Schedule to create a new work schedule. Under Edit , you can change an existing work schedule.
Important : Work schedules that are assigned to one or more users cannot be deleted!
A new window will open. Here you can define your new work schedule or edit an existing one:
Here you can name your work schedule.
Here you can set the conditions: working days, working & break times.
Here you can also prevent the editing of time entries.
Click on Save to create the new work schedule.
If you want to know how to assign the work schedules to your employees, click here !
A vacation policy is an agreement between the employee and the employer that specifies the conditions and rules for vacation entitlement and vacation granting. Vacation policies in Personizer include annual leave entitlement and expiration of remaining leave.
Click in the left navigation bar on Companies and click on Vacation Policies in the horizontal navigation bar.
Here you will find the function Vacation Policies . Click on Create New Vacation Policy to create a new vacation policy. Under Edit , you can change existing vacation policies.
Important : Vacation policies that are assigned to one or more users cannot be deleted!
A new window will open. Here you can create your new vacation policy.
Here you can name your vacation policy.
Here you can define the conditions of your vacation policy.
Click Save if you want to create your vacation policy.
If you want to know how to assign vacation policies to your employees, click here
Activate the time bank if you want your employees to be able to record overtime and minus hours with Personizer.
Click Companies in the left navigation bar.
Click on Working Schedules in the horizontal navigation bar. Here you will find the Time Bank section. You have two options to start the overtime tracking.
Option 1: Activate Now
If you activate the time bank now, your employees can benefit from the new functions immediately. They will be able to view their time bank on their dashboard and submit requests for the current week. However, they will no longer be able to submit overtime from previous weeks, only those since the function was activated.
Option 2: Set up starting date
If you only want to activate the time bank at a later date - for example, at the beginning of the next month - you can set a start date. Your employees will then only be able to benefit from the new functions from this point onwards. They will be able to view their time bank on the dashboard and submit requests for the current week. Please note, however, that overtime from previous weeks can no longer be submitted, only those since the function was activated.
Note: Before you activate the time bank account, you should delete your demo data.
If your employees already have overtime or minus hours when they are activated and you want to add them, you must adjust the employees' time bank accordingly. You can find out how to do this here .
For more information on our overtime feature, please check out our Guide .
We will go through the following steps:
| General Settings |
|---|
| Setting up your profile |
| Help center |
| Support |
| Install integrations and apps |
General Settings
Setting up your profile
To set up your profile, click on the profile picture icon at the top right .
A new button will open. Click on Go To Profile .
You will then be taken to your personal profile page. Here you can customize your profile picture in the upper area by clicking on the pen and switch to different sections (Overview, Contact, Profile Settings, Integrations, Contract, User Settings) in the lower area.
Overview
Here you will find a brief overview of your Personal Data and Business Data for your account.
Under the personal data you can see, for example, which emergency contact has been created and brief information about yourself.
Under the business data, you will see company-related information about yourself and your employment contract, such as your personnel number and your work schedule.
Contact
Here you will find your contact details. Here you can see:
Your business data, such as your personnel number, acronym or your phone number (business),
your personal data, such as your date of birth, marital status or your phone number (private),
your address (private),
your address (business),
and your emergency contact.
Note: You can edit your emergency contact as a user, the other data is edited in the personnel file by your admin.
Profile settings
Here you can edit your profile settings, such as your Personal Settings , your Notifications and Change Password .
In your personal settings, you can set your language settings, dark mode and display options.
Under Notifications, you can specify the channel via which you are notified outside of Personizer. You have the options of email and Slack.
Under Change password you can change your existing password. To generate a strong password, we recommend using upper and lower case letters, special characters and numbers.
Integrations
Here you can find our available integrations. We currently offer iCalendar Feeds and a Personizer Service for Slack .
Personizer offers the possibility to integrate and display events in the calendar app of iOS devices. This is made possible via a so-called iCalendar feed. If you want to learn more about this, click here .
We also offer the possibility to add a Personizer bot in Slack. If you want to learn more about it, click here .
Contract
Here you will find your registered contract settings in Personizer, including your Contract Data , your Vacation Policy and your Work Schedule .
In your contract data, you will find general information about your employment contract. For example, you can see your job title, your contract term and the end of your probationary period.
Under Vacation Policy, you will find your registered contract information on the subject of vacation regulations. This includes your annual leave entitlement and the expiry of your remaining leave.
Under Work Schedule, you will find the contract information you have entered on the subject of working time regulations. The working time model defines the daily working hours and break times.
User settings
Here you will find your registered user settings in Personizer, including your Assignments and Approval .
Under Assignments, you can see which company and team you are assigned to.
Under Approvals you can see which approvers have been assigned to you or whether you can confirm your approvals yourself.
Help center
In our help center 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 Help center .
Support
If you can't find the answer to your question in our help center, you can contact our support.
Click on Support in the top right-hand corner.
A window will open. Here you can chat with our support team.
Apps
You can also connect Personizer to other software via apps.
Click on the profile picture icon at the top right
A new button opens. Click on Apps .
A new page will open with a list of available apps. You have the following apps to choose from:
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. If you want to learn more about the Slack integration, click here .
Google Chrome extension: Record your working hours and breaks directly via your Google Chrome web browser.
Microsoft Edge extension: Record your working hours and breaks directly via your Microsoft Edge web browser.
Set up your company
The following sections will show you how to set up your organization information step by step. We'll start by showing you how to add companies, teams and users to your account.
Removing the demo data of the test account
You probably already noticed that your account is filled with demo data. If you want to configure Personizer for your company, you should first remove the demo data.
Click on Home in the left navigation bar.
Then click in the upper banner on Remove Demo Data .
Create Companies
The first step is to create your company. To do this, click on Companies in the left-hand navigation bar.
An overview will open in which you will find a list of your companies.
Click on the pencil icon and edit the company to apply your individual settings.
To add new companies, click on Add Company in the upper right corner.
After clicking on Add Company a new window will open. Here you can enter the data for your new company. Once you have entered the information, confirm your entries by clicking on Add Company.
Create Teams
The second step is to create the teams. To do this, click on Teams in the left-hand navigation bar.
An overview will open in which you will find a list of your stored teams.
Click on the pencil icon and edit the team to apply your individual settings.
To add new teams, click on Add new Team in the upper right corner.
After clicking on Add new Team a new window will open. Here you can enter the data for your new team. Once you have entered the information, confirm your entries by clicking Add Team.
Create Coworkers
Quickly invite collaborators
The third step we recommend is to create the employees. To do this, click on Employees in the left-hand navigation bar.
An overview will open where you can find a list of your stored users. To add new users, click on Add Employee in the upper right corner.
After clicking on Add Employee a new window will open. Here you can enter the data for your new user. Once you have entered the information, confirm your entries by clicking Add Employee.
An invitation e-mail is automatically sent to the person in question. You will now find the invited person in the list with an invitation-sent icon. As soon as the invitation has been accepted, your team member can use Personizer.
Note: Make sure that your employees are assigned to the right team.
Import employees with CSV file
Alternatively, you can add your employees by uploading a CSV file.
To do this, click on Employees in the left-hand navigation bar.
In the next step, select Import in the horizontal navigation bar.
Here you will find an option to add multiple employees via a CSV file. There is also a example file here that shows how the CSV file should be structured.
Create user roles with individual rights
In Personizer, you can easily create individual roles and define which authorisations different users have.
To create your own role, select Companies from the menu on the left.
You will now find various options in the top navigation bar. Click on Roles .
A new window opens. Here you can add a new role by clicking on Add Role in the top right-hand corner.
Another window appears in which you can give the new role a name and assign specific rights. Simply tick the relevant boxes . Finally, save the role by clicking on Save .
In the user settings, you can now assign the created role to the respective employee.
Create your own absence types
You can easily create your own absence types for your company.
First click on Companies in the left navigation bar.
Your settings will open. Now click on Absence Types in the upper navigation bar.
An overview opens, here you will find all stored absence types. Click on the button Add Absence Type in the upper right corner.
A new menu will open. Now fill in all relevant fields and finish your entry by clicking on Save .
After you have completed all steps, you will find the new absence type in the overview.
Enter absences for the whole company
With Personizer, you can record absences for the entire company - ideal for team events or holiday suspensions.
Select My Team in the left-hand menu.
Then click on Bulk Absence in the top navigation bar.
A new window will open in which you can enter all relevant information. Save your entries by clicking on Save .
All employees are automatically notified by system e-mail and are therefore directly informed.
Create time tags
With time tags, companies can measure and evaluate the working time for a specific tag in addition to the general working time. For example, the working time used for a specific project can be measured and evaluated individually. If you want to create a time tag, proceed as follows:
To create a time tag, click on the Companies tab in the left-hand navigation bar.
Your settings will open. Then click on Time Tags in the horizontal navigation bar.
A new window opens. Click on Add Time Tag .
A window opens in which the time tag can be created. Enter a name for your time tag in the input field under Name of tag and then add the corresponding teams under Assigned teams .
Then click on Save to create your time tag.
If you want to edit a time tag, proceed as follows:
Click on the pencil icon next to the time tag to edit it.
Use the Status button to temporarily archive the time tag or to reactivate it.
Then save your changes by clicking on Save .
If you want to delete the time tag permanently, click on Delete Tag .
Create Payment Types
To do this, click on Companies in the left-hand navigation bar in the admin area.
Your settings will open. Then click on Payment types in the horizontal navigation bar.
A new window will open. Click on Add Wage Type .
Another window opens in which you can create the wage type. Enter a suitable name in the input field under wage type name and then configure the following information.
Finally, click on Save to create the new wage type.
Create Work Schedules
A work schedule enables employees and employers to establish certain framework conditions for working time . This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Click in the left navigation bar on Companies and click on Working Schedules in the horizontal navigation bar.
Here you will find the Work Schedules function. Click on Create New Work Schedule to create a new work schedule. Under Edit , you can change an existing work schedule.
Important : Work schedules that are assigned to one or more users cannot be deleted!
A new window will open. Here you can define your new work schedule or edit an existing one:
Here you can name your work schedule.
Here you can set the conditions: working days, working & break times.
Here you can also prevent the editing of time entries.
Click on Save to create the new work schedule.
If you want to know how to assign the work schedules to your employees, click here !
Create Vacation Policies
A vacation policy is an agreement between the employee and the employer that specifies the conditions and rules for vacation entitlement and vacation granting. Vacation policies in Personizer include annual leave entitlement and expiration of remaining leave.
Click in the left navigation bar on Companies and click on Vacation Policies in the horizontal navigation bar.
Here you will find the function Vacation Policies . Click on Create New Vacation Policy to create a new vacation policy. Under Edit , you can change existing vacation policies.
Important : Vacation policies that are assigned to one or more users cannot be deleted!
A new window will open. Here you can create your new vacation policy.
Here you can name your vacation policy.
Here you can define the conditions of your vacation policy.
Click Save if you want to create your vacation policy.
If you want to know how to assign vacation policies to your employees, click here
Activate Time bank
Activate the time bank if you want your employees to be able to record overtime and minus hours with Personizer.
Click Companies in the left navigation bar.
Click on Working Schedules in the horizontal navigation bar. Here you will find the Time Bank section. You have two options to start the overtime tracking.
Option 1: Activate Now
If you activate the time bank now, your employees can benefit from the new functions immediately. They will be able to view their time bank on their dashboard and submit requests for the current week. However, they will no longer be able to submit overtime from previous weeks, only those since the function was activated.
Option 2: Set up starting date
If you only want to activate the time bank at a later date - for example, at the beginning of the next month - you can set a start date. Your employees will then only be able to benefit from the new functions from this point onwards. They will be able to view their time bank on the dashboard and submit requests for the current week. Please note, however, that overtime from previous weeks can no longer be submitted, only those since the function was activated.
Note: Before you activate the time bank account, you should delete your demo data.
If your employees already have overtime or minus hours when they are activated and you want to add them, you must adjust the employees' time bank accordingly. You can find out how to do this here .
For more information on our overtime feature, please check out our Guide .
Updated on: 07/11/2024
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