> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://helpdesk.personizer.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# 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:

| [General settings](#1-general-settings) |
| ---- |
| [Setting up your profile](#3-setting-up-your-profile) |
| [Help center](#3-help-center) |
| [Support](#3-support) |
| [Apps](#3-apps) |

| [Set up your company](#1-set-up-your-company) |
| ---- |
| [Remove the demo data](#3-remove-the-demo-data) |
| [Create companies](#3-create-companies) |
| [Create teams](#3-create-teams) |
| [Create employees](#3-create-employees) |
| [Quickly invite employees](#3-quickly-invite-employees) |
| [Import employees with CSV file](#3-import-employees-with-csv-file) |
| [Creating and assigning user roles](#3-creating-and-assigning-user-roles) |

| [Set up absence management](#1-set-up-absence-management) |
| ---- |
| [Create vacation policies](#3-create-vacation-policies) |
| [Create your own absence types](#3-create-your-own-absence-types) |
| [Enter absences for the whole company](#3-enter-absences-for-the-whole-company) |

| [Set up time tracking](#1-set-up-time-tracking) |
| ---- |
| [Activate time bank](#3-activate-time-bank) |
| [Create work schedules](#3-create-work-schedules) |
| [Define conditions for work time and breaks](#3-define-conditions-for-work-time-and-breaks) |
| [Create time tags](#3-create-time-tags) |

| [Set up personnel files](#1-set-up-personnel-files) |
| ---- |
| [Add personnel data](#3-add-personnel-data) |
| [Create payment types](#3-create-payment-types) |

|| Note: Some sections are only visible to you in Personizer if you have also booked the relevant module (personnel file, time tracking, absence manager).
---

# General settings

### Setting up your profile

1. To set up your profile, click on the **profile picture icon at the top right** .

2. A new button will open. Click on **Go to Profile** .

3. 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, Slack and notification center.
* 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 your calendar app. This is made possible via a so-called iCalendar feed. If you want to learn more about this, click [here](/en/article/how-can-i-see-personizer-events-in-my-default-calendar-1b5vitw/) .
* We also offer the possibility to add a Personizer bot in Slack. If you want to learn more about it, click [here](/en/article/how-do-i-add-the-personizer-bot-to-slack-itzavf/) .

**Contract**

Here you will find your registered contract settings in Personizer, including your **Contract Data** , your **Vacation Policy** and your **Work Schedule** .

* Under **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 your daily target working hours.
* Under **Conditions for work time and breaks**, you will find the contract information you have entered on the maximum working hours per day and week, as well as the number and length of daily breaks and whether automatic break deduction is activated for you. These framework conditions help you to comply with the specified work and break regulations.

**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 for the absences and timesheets or whether you can make your own approvals.

**Salary**

Here you will find an overview of your salary data. On the one hand, you can view your Salary Development and Payment Overview.  
  
* Under **Salary development,** you can see an overview with a timeline and the composition of your salaries.
* Under **Payment overview**, you can see similar information in a tabular view. Here, too, you will find a breakdown of your salary figures.
---

You can also find more useful information by clicking on your profile icon. This will take you to the help centre and support, for example, or you can find our interfaces to various apps.

### Help center

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

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

2. 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.

1. Click on **Support** in the top right-hand corner.

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

### Apps

You can also connect Personizer to other software via apps. 

1. Click on the **profile picture icon at the top right**

2. A new button opens. Click on **Apps** .

3. A new page will open with a list of available apps. You have the following apps to choose from:

* **Personizer mobile 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](/en/article/how-do-i-add-the-personizer-bot-to-slack-itzavf/) .

* **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.
---

### Remove the demo data

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.

1. Click on **Home** in the left navigation bar.

2. Then click in the upper banner on **Remove Demo Data** .
---

### Create Companies

1. The first step is to create your company. To do this, click on **Companies** in the left-hand navigation bar.

2. An overview will open in which you will find a list of your companies.

3. Click on the **pencil icon** and edit the company to apply your individual settings.

4. To add new companies, click on **Add Company** in the upper right corner.

5. 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

1. The second step is to create the teams. To do this, click on **Teams **in the left-hand navigation bar.

2. An overview will open in which you can create your teams.

3. To add new teams, click on **Add new Team** in the upper right corner.

4. 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**.

5. Click on the pencil icon to edit teams that have already been created.
---

### Create Employees

### Quickly invite employees

1. The third step we recommend is to create the employees. To do this, click on **Employees** in the left-hand navigation bar.
  
2. 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.
  
3. 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.**

4. 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.

4. To do this, click on **Employees** in the left-hand navigation bar.

5. In the next step, select **Import** in the horizontal navigation bar.

6. 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.
---

### Creating and assigning user roles

In Personizer, you can easily create individual roles and define which authorisations different users have.

1. To create your own role, select **Companies** from the menu on the left.

2. You will now find various options in the top navigation bar. Click on **Roles** .

3. A new window opens. Here you can add a new role by clicking on **Add Role** in the top right-hand corner.

4. 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** .

5. Under **Employees **in the left-hand navigation bar, you can now assign the respective roles to your employees. To do this, click on the profile picture of the person you want to edit. Navigate to **User Settings** in the horizontal navigation bar and select the relevant role in the **Permissions **section.
---

# Set up absence management

### Create your own absence types

You can easily create your own absence types for your company.

1. First click on **Companies** in the left navigation bar.

2. Your settings will open. Now click on **Absence Types** in the upper navigation bar.

3. An overview opens, here you will find all stored absence types. Click on the button **Add Absence Type** in the upper right corner.

4. A new menu will open. Now fill in all relevant fields and finish your entry by clicking on **Save** .

5. 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.

1. Select **My Team** in the left-hand menu.

2. Then click on **Bulk Absence** in the top navigation bar.

3. A new window will open in which you can enter all relevant information. Save your entries by clicking on **Save** .

4. All employees are automatically notified by system e-mail and are therefore directly informed.
---

### 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.

1. Click in the left navigation bar on **Companies** and click on **Vacation Policies** in the horizontal navigation bar.

2. 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.

3. 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.

4. Click **Save** if you want to create your vacation policy.

||| Attention: Vacation policies that are assigned to one or more users cannot be deleted.

|| Note: If you want to know how to assign vacation policies to your employees, click [here](https://helpdesk.personizer.com/en/article/how-do-i-assign-a-vacation-policy-to-employees-bbop7o/)
---

# Set up time tracking

### Activate Time bank

Activate the time bank if you want your employees to be able to record overtime and minus hours with Personizer.

1. Click **Companies** in the left navigation bar.

2. Click on **Work Time** 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 time bank immediately. They will be able to view their time bank on their dashboard and submit their time sheet for the current week. However, they can no longer submit time sheets from previous weeks, but only those since the time account was activated. You can manually add overtime or minus hours that were accumulated in Personizer before the time bank was activated to the time bank. Find out how to do this [here](https://helpdesk.personizer.com/en/article/how-can-i-adjust-my-employees-time-bank-3qkuvo/).

**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 their time sheet for the current week. However, they can no longer submit time sheets from previous weeks, but only those since the time account was activated. You can manually add overtime or minus hours that were accumulated in Personizer before the time bank was activated to the time bank. Find out how to do this [here](https://helpdesk.personizer.com/en/article/how-can-i-adjust-my-employees-time-bank-3qkuvo/).

||| Attention: Before you activate the time bank account, you should delete your demo data.

|| Note: For more information on our overtime feature, please check out our [Guide](https://helpdesk.personizer.com/en/article/guide-for-the-overtime-function-1ciqks0/) .

### 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. 

1. Click in the left navigation bar on **Companies** and click on **Work Time** in the horizontal navigation bar.

2. 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.

3. 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.

4. Click on **Save** to create the new work schedule.

||| Attention: Work schedules that are assigned to one or more users cannot be deleted.

|| Note: If you want to know how to assign the work schedules to your employees, click [here](https://helpdesk.personizer.com/en/article/1xjq5uj/) !
---

### Define conditions for work time and breaks

The conditions for working time and breaks help you to better comply with legal and company regulations. The framework conditions make it possible to define specifications for the maximum working hours per day and week, as well as for break regulations.

1. Click on **Company **in the left-hand navigation bar.

2. Click on **Work Time **in the horizontal navigation bar. Here you will find the section **General conditions for working time and breaks**.
  
3. We provide you with some templates here that you can use. In addition to the templates, you can also create new conditions.

4. By clicking on the **Assign condition** button, you can assign the appropriate conditions to your employees.

|| Note: Violations of the conditions are shown in the time sheets with corresponding symbols.

|| Note: Find out [here](/en/article/how-do-i-activate-automatic-break-deduction-rxf3zp/) how you can activate automatic break deduction for your employees.
---

### 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:

1. To create a time tag, click on the **Companies** tab in the left-hand navigation bar.

2. Your settings will open. Then click on **Time Tags** in the horizontal navigation bar.

3. A new window opens. Click on **Add Time Tag** .

4. 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** .

5. Then click on **Save** to create your time tag.

If you want to edit a time tag, proceed as follows:

1. Click on the **pencil icon** next to the time tag to edit it.

2. Use the **Status** button to temporarily archive the time tag or to reactivate it.

3. Then save your changes by clicking on **Save** .

4. If you want to delete the time tag permanently, click on **Delete Tag** .
---

# Set up personnel files

### Add personnel data

1. Click on **Employees** in the left-hand navigation bar in the admin area.

2. Your settings will open with a list of all employees. Now click on the profile picture of the person whose personnel file you want to edit.

3. The person's personnel file opens.

4. Click on **Contact **and enter the person's contact details.

5. Click on **Salary **and enter the person's salary information. You can find out how to enter the payment methods in the next step.

6. Click on **Internal notes** if there are notes that you would like to add to this personnel file. The notes are only visible to you and other admins.

7. Click on **Custom data fields** if you want to add information to this personnel file for which there is no predefined data field. This could be food intolerances, for example.
---

### Create Payment Types

1. To do this, click on **Companies** in the left-hand navigation bar in the admin area.

2. Your settings will open. Then click on **Payment types** in the horizontal navigation bar.

3. A new window will open. Click on **Add Wage Type** .

4. 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.

5. Finally, click on **Save** to create the new wage type.