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Guide for 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 e-mail address:

You have received an e-mail with an access link. Click on Log in.

Your account has been confirmed. Choose a secure password for your Personizer account now.


Your account was created without an email address:

Access data has 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 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.


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 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.



Absence



Dashboard Absence



Click on Dashboard under Absence in the left-hand navigation bar.

On the dashboard for absences, you can see everything to do with your absence management at a glance:

- The absences of your coworkers.
- Your remaining vacation days.
- The vacation days that have already been approved.
- The days you have worked from home (very helpful for your tax return).
- Your open requests for absences.
- 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 which 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.

Your absence request has been sent. If a releaser has been hired for you, you must wait for your request to be approved. If you are ill, you do not have to wait for approval.


Via the button at the bottom right:

At the bottom right of your dashboard you will find Quick file an absence.

Enter all the information and click on Add. If you click on More options, a new window will open, just like the calendar overview.


Overview



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

My Overview


Here you will find an overview of your absences for an entire calendar year. You can view your registered absences, cancel them and request new absences.

You have two options for requesting new absences:


Via the buttons at the top right:

Click on one of the buttons at the top right to request a Add Absence or if you want to Call In Sick.

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

Your absence request has been sent. If a approver has been hired for you, you must wait for your request to be approved. If you are ill, you do not have to wait for approval.


Via the calendar overview:

Click on a calendar day. A new button will appear. Click on the desired button to request an Absence or report an Sickness.

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

Your absence request has been sent. If a approver has been hired for you, you must wait for your request to be approved. If you are ill, you do not have to wait for approval.


You have the option of canceling your registered absences:

Click on an absence in the calendar. A new button will appear. Click on Cancel.

Enter the desired period and click on Yes, cancel it.

Your request has been sent. If a releaser has been hired for you, you must wait for your request to be approved.


My Coworkers


Here you will find an 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 coworkers:

Use the filters to search for a specific team member.

The calendar appears. You can view the absences here.


Request your own absence:

Click on one of the buttons at the top right to request a Add Absence or if you want to Call In Sick.

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

Your absence request has been sent. If a approver has been hired for you, you must wait for your request to be approved. If you are ill, you do not have to wait for approval.


Requests



Click on Approvals in the left-hand 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 from 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 the information. You can switch between the views at the top left next to the search function.

You will find two buttons next to the requests. You can use these to determine whether you want to Approve or Reject the application. If the request is rejected, the approver must leave a reason.

At the top right you will find two buttons. You have the option to export and save the requests as a CSV file. You will also find a shortcut to approve all requests with one click.

Note: Not everyone can approve requests. The rights must be activated by the admin.


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.

Note: 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: 24/05/2024

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