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

Adding Employees

To enable your employees to use all benefits and features, 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 on the right center:

You can also create your employees in the master data menu. To do this, navigate in the menu to Master Data and then click the Create Employee button at the top right.

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

Below the section with the email addresses, there is a checkbox labeled Invite Employees Immediately. If you activate this when creating, the invitation will be sent immediately to the corresponding employees. However, if you have not yet configured any benefits before the employee’s first use, no benefits will 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 multiple manual entries of employee data. Through the integration, employees created in Personio are automatically transferred to the Probonio software. Synchronization takes place 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. Instructions can also be found directly in the portal: 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, in the "Status" column, you can use the "Invite" button to invite individual employees specifically. 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 introduction in 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. This ensures a positive first 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 log in within this period, the link becomes invalid. To send a new registration email to the affected employee in this case, please proceed as follows:

1. Open the employee profile of the respective person.
2. Click the pencil icon to the right of Profile.
3. Select the option Resend Invitation.

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 Master Data tab on the left side of your overview column, you will find an overview of all created employees.

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

Personal information:

• Email address
• Date of birth (this information is later relevant for creating the benefit "Attentions", but not mandatory)
• Address

Professional information

• Employee number
• User role (Employee or Administrator. By default, all created persons are initially assigned the Employee role. The login data for the Probonio app and portal remain the same after switching to the Admin role)
• Department
• Work location
• Cost center
• Hire date
• Type of employment

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

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

The respective profile settings will then open, and you can add the information. Save the 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 them automatically for you if you enter the desired information, for example, in the Excel spreadsheet for bulk import.

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

• Salutation
• First name
• Last name

The added information will then automatically be displayed here for you:

Changing the Email Address

Currently, the email address can only be changed by the support team and your personal contact person.

By clicking the pencil icon, you access the employee data view where you can make the change. At the end, confirm with Save.

If you change an employee’s email address, the employee must proceed as follows regardless of the previous login method: They open the Probonio app and select Password Reset on the login page, enter the new email address there, and set a new password for future login with the new email address.

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 then click 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 relationship has ended by clicking the corresponding button.

If you end the employment relationship of your employee in the Probonio portal, they can still log in to the Probonio app to access and redeem already received vouchers, for example. However, all active benefits will be deactivated as of the selected date.
If use of benefits beyond the day of departure should be possible, these can be reactivated.

If the departure is planned for the future, you can optionally specify the desired month at the end of which the employment relationship 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. 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. Afterwards, 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 action is final, and 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 can also 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 that can be 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 set up and change the configuration of payroll data exports. Furthermore, you have the option to 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.