Adding Employees

Bulk Import of Employee Data

Bulk Import via Excel Spreadsheet

Bulk Import via Personio

Sending Invitation Emails to Employees

Troubleshooting: Registration Email Expired

Managing Employee Master Data (Employee Number, Email Address, etc.)

Changing the Email Address

Handling Departing Employees

Deleting Employees

User Role Management

Adding Additional Administrators

Administrator Rights

Adding Auditors

User Roles of the Bike Leasing Benefit

Adding Employees

To enable your employees to use all benefits and functions, you need to create their data in the Probonio portal and send an invitation to the Probonio app. You can add employees directly on the homepage. To do this, click the button located in the middle right:

You can also create your employees in the master data section in the menu. Navigate in the menu to Master Data and then click the Add Employee button at the top right:

Now enter the email addresses of the employees who should have access to the Probonio app. It is also possible to enter multiple email addresses or, for example, copy from a list into the respective field. Confirm the step by clicking the Create button.

Below the section with the email addresses is a checkbox labeled Invite Employees Immediately. If you activate this when creating, the invitation will be sent to the respective employees immediately. However, if you have not configured any benefits before the employee’s first use, no benefits will yet be visible in the Probonio app. Therefore, we recommend sending the invitation only after you have configured all benefits or sending it selectively to individual employees.

Bulk Import of Employee Data

If you want to create a large number of employees at once, please feel free to contact us. In this case, we can perform a bulk import of user master data—either via CSV or through another interface such as Personio.

Bulk Import via Excel Spreadsheet

You are welcome to use the spreadsheet attached to this article and send the information for import to your personal contact person.

Bulk Import via Personio

Simply connect Probonio with Personio to avoid entering employee data manually multiple times. Through the integration, employees created in Personio are automatically transferred to the Probonio software. Synchronization occurs every night, but you can also start it manually at any time. You can set up the Personio interface directly in the Probonio portal under Settings.

You can also find instructions directly in the portal here: https://manager.probonio.de/settings/hrSystem

Sending Invitation Emails to Employees

Please note that sending invitation emails must be triggered manually by the employer and does not happen automatically. On the employee master data page, you will find an overview of your employees. There, you can use the "Invite" button in the "Status" column to invite individual employees to use the system. Alternatively, you can invite all created employees at once by clicking the green button with the envelope icon.

By default, you first create all employees without inviting them immediately. This gives you time to calmly configure all benefits and communicate the system’s introduction within your company. Only when you click the Invite All Employees button will your employees simultaneously receive a registration email and be invited to use the Probonio app. After registration and upon first opening the app, employees see which benefits are available to them, ensuring a positive initial user experience.

You can view the status of each employee at any time on the employee page.

An overview of the status of all your employees is available on your dashboard page:

Troubleshooting: Registration Email Expired

The validity period of the link in the registration email is two weeks. If an employee does not register within this period, the link expires. To send a new registration email to the affected employee in this case, please proceed as follows:

1. In the employer portal, click on "Master Data" on the left and then on the "Registration" tab.
2. Click the green "Re-invite" button to the right of Profile.

The person will then receive a new invitation by email and can complete the registration process.

Managing Employee Master Data (Employee Number, Email Address, etc.)

Under the Employees tab on the left side in your overview column, you will find a list of all created employees.

You can add/edit the following information for each person:

Personal Information:

• Salutation
• Title
• First and Last Name
• Contact Email (The contact email address is used for communication with the employee. Separately, the employee can freely choose a login email address during registration. This email can only be changed by the employee themselves.)
• Date of Birth (this information is relevant later for setting up the "Attentions" benefit but is not mandatory)
• Marital Status and Children (required for calculating the vacation allowance)
• Address

Professional Information

• Employee Number
• User Role (Employee or Administrator. By default, all created persons are assigned the Employee role initially. Login credentials for the Probonio app and portal remain the same after switching to the Admin role.)
• Department
• Cost Center
• Work Location
• Hire Date
• Type of Employment

Employee numbers are used exclusively for monthly billing, e.g., DATEV export.

To enter the information you want, simply click on the respective person and then on the pencil icon.

The respective profile settings will open, allowing you to add information. Save your entries by clicking the Save button.

If you want to add employee numbers for a large number of employees, please feel free to contact us. In this case, we can import these automatically for you if you enter the desired information, for example, in the Excel spreadsheet for bulk import.

The following information can ONLY be added independently by your employees during their registration (after your invitation):

• First Name
• Last Name
• Phone Number

The added information will then be displayed automatically for you.

Changing the Email Address

The contact email address is the email used for communication with the employee. You can adjust this in the employer portal by clicking the pencil icon to open the employee data view, where you can make the change. At the end, confirm by clicking Save. Support can also do this for you.

Separately, the employee can freely choose a login email address during registration. This email can only be changed by the employee themselves. To do this, they open the Probonio app, select their employee profile via the person icon at the top right, and click below on Change Login Email.

Handling Departing Employees

When an employee’s employment relationship ends, you can set their departure directly in the Probonio portal. First, go to the Employees column and click on the name of the respective employee to open their profile.

Now click the pencil icon at the top left and indicate at the bottom right that the employment has ended by clicking the corresponding button.

When you end the employment relationship of your employee in the Probonio portal, they can still log into the Probonio app, for example, to access and redeem already received vouchers. However, all active benefits will be deactivated as of the chosen date.
If benefits should remain usable beyond the employee’s departure date, they can be reactivated.

If the departure is planned for the future, you can optionally specify the desired month in which the employment should end.

Deleting Employees

To delete an employee in the Probonio portal, you must first indicate that the employment relationship has ended or will end. To do this, go to the employee list, click the name of the respective employee, and then click the pencil icon next to the name. On the page that opens, click the End Employment button at the bottom right. After that, you can remove the employee by clicking the Remove Employee button, typing Delete, and then clicking Remove Employee again.

Please note: Once you have deleted an employee from the Probonio software, this is final; the profile cannot be restored.

User Role Management

Adding Additional Administrators

If you want multiple people to manage the Probonio portal, you have the option to independently add one or more additional administrators in the portal. Start by creating the person(s) as usual with their email address in the portal (instructions: Adding Employees). Then simply change the user role in the corresponding employee profile from Employee to Administrator and save the settings by clicking the Save button.

You also have the option to change the user role of employees already created in the system. To do this, follow the steps described above and adjust the user role in the profile settings of the respective person.

Administrator Rights

As an administrator, you have access rights to the Probonio portal and thus comprehensive control over all data and settings managed through the portal. You are authorized to create, activate, deactivate, and delete employee profiles. You can also make individual adjustments in the area of employee benefits and easily configure and change payroll data exports. Furthermore, you can adjust company settings. These extended privileges serve to maximize the efficiency and adaptability of the Probonio portal.

Adding Auditors

If you want multiple people to have read-only access to the Probonio portal, you have the option to independently add one or more auditors in the portal. Start by creating the person(s) as usual with their email address in the portal. If a person is already created in the portal, this step is not necessary. Then simply change the user role in the corresponding employee profile from Employee to Auditor and save the settings by clicking the Save button.

User Roles of the Bike Leasing Benefit

The user roles specifically assigned for the bike leasing benefit, such as “Power of Attorney Administrator” or “Authorized Representative,” remain present and valid. To use and manage these, please log in directly to the bike leasing portal as usual. Management of bike leasing roles via the Probonio portal is currently not available; we are working to enable this in the future.

Translation Note: This article has been translated using automatic translation software to provide the reader with a basic understanding of the content. Despite reasonable efforts to provide an accurate translation, we cannot guarantee its accuracy.

If there are any questions regarding the accuracy of the information in the translated article, please refer to the German version of the article, which is the official version.