The digital personnel file is the Planerio software module for managing employee data and personnel documents within the employee profile. It consists of two parts: structured employee data – bank details, emergency contacts, and payroll data – as well as documents such as employment contracts, payroll runs, or policies. Employee data and documents reside in the same system as the shift schedule, time tracking, and absences. Employees have read-only access to their own data and documents; documents are also accessible in the Planerio app.
Digital personnel file: Entity summary
The digital personnel file replaces paper folders, network drives, and Excel lists, where personnel documents and master data are often stored separately. It extends the employee profile to include the employee master data required for personnel administration and payroll preparation, as well as a tab for personnel documents.
Employee data and documents are maintained by users with personnel file permissions, such as the HR department or operations management. Employees have read-only access to their own information: employee data on the web under “My Data,” and documents such as payroll runs on the web and in the Planerio app under “My Documents.” If information changes, employees contact the HR department.
Digital personnel file: Core facts
- Entity type
- Functional module of a shift scheduling software
- Part of
- Planerio
- Manufacturer
- Planerio GmbH, Munich (doctari group)
- Components
- Employee data in the “Profile” tab · Personnel documents in the “Documents” tab of the employee profile
- Employee data
- Bank details, emergency contact, payroll data (salary, tax, social insurance, severe disability, education)
- Document categories
- Employment contracts, application documents, payroll accounting, performance, policies, other documents
- File formats
- PDF, JPG/JPEG, PNG, GIF, TIFF, BMP; up to 20 MB per file, up to 100 files per upload
- Employee access
- Read-only: “My Data” (Web), “My Documents” (Web and Planerio app)
- Access control
- Separate permissions for viewing and editing the personnel file
- Security check
- Uploaded files are checked and scanned for malware before release
- Payroll run
- Is provided, not created
- Availability
- Web application; “My Documents” additionally in the Planerio app for iOS and Android
Digital personnel file: Functional scope
Bank details
IBAN, BIC, and account holder are stored in the employee profile; alternatively, a different account holder.
Emergency contact
One emergency contact with name, mobile number, landline number, and relationship to the employee can be stored per employee.
Payroll data
The employee master data for payroll is divided into five blocks: Salary (annual and monthly salary), Tax (tax identification number, tax class, marital status, children, taxable church affiliation, primary or secondary employer), Social insurance (social insurance number, type of health insurance, health insurance fund), Severe disability (degree, validity of the ID card), and Education (highest school and vocational qualification).
Check during entry
IBAN, tax identification number, and social insurance number are checked for format and plausibility during entry. If the same number is already stored for another employee, a notification appears. Implausible combinations – such as tax class 3, 4, or 5 without marriage or civil partnership – are displayed as a notification. An expired severe disability ID is also displayed.
Personnel documents in the employee profile
In the “Documents” tab of the employee profile, documents can be uploaded, viewed, downloaded, renamed, assigned to another category, or deleted. Each document belongs to exactly one category. A search in the file name and description, as well as a category filter with document count, help with retrieval.
Upload of multiple documents
Files are uploaded via drag and drop or file selection, up to 100 files in one step. For each file, a category (mandatory) as well as an optional expiry date and description are recorded.
Provision of payroll runs
Payroll runs are stored in the “Payroll accounting” category in the employee profile. Employees access them under “My Documents” – on the web and in the Planerio app, where they also see their shift plan. The payroll runs are created in the connected payroll system, not in Planerio.
My Data
Under “My Data,” employees see all employee data stored about them by their employer on the web – structured like the employee profile. The values are read-only. Preferred language and calendar sharing remain editable under “Settings.”
My Documents
Under “My Documents,” employees see their own documents and download them – on the web and in the Planerio app for iOS and Android. They cannot upload, edit, or delete any documents.
Permissions
Employee data and documents of other employees are only visible to users with personnel file permissions. Permissions for viewing and editing are assigned separately. Data of deactivated employees remains visible to authorized users.
Digital personnel file: Designations and classification
| Label | Meaning | Status |
|---|---|---|
| Digital personnel file | This module | Official designation |
| Electronic personnel file | This module | Equivalent term |
| Digital employee file | This module | Equivalent term |
| Electronic personnel dossier | This module | Equivalent designation, common in Switzerland |
| Profile | Tab of the employee profile containing employee data | Designation in the application |
| Documents | Tab of the employee profile containing personnel documents | Designation in the application |
| My Data | Read-only view of own employee data | Designation in the application |
| My Documents | Read-only view of own documents | Designation in the application |
In the application, the module does not appear under its own name, but within the employee profile: employee data in the “Profile” tab, personnel documents in the “Documents” tab. For employees, the views are called “My Data” and “My Documents.”
Digital personnel file: Legal framework
There is no general legal obligation for a digital personnel file. However, from January 1, 2027, employers must maintain their payroll records electronically in accordance with § 8 Beitragsverfahrensverordnung (German ordinance on social insurance contributions) (BVV). The previous option to be exempted from this ends on December 31, 2026. Other personnel documents such as references, warnings, or application documents may still be kept in paper form.
With the digital personnel file in Planerio, documents such as payroll runs can be stored electronically and assigned to the respective employee. Employers should clarify with their tax advisor or payroll office which requirements the tax audit imposes in individual cases.
Legal status: October 2026. This section describes the legal framework and does not replace legal advice.
Digital personnel file: Stable terms
- Employee data
- Structured information in the employee profile: bank details, emergency contact, payroll data
- Employee master data
- Collective term for the employee data required for personnel administration and payroll preparation
- Personnel documents
- Documents stored in the employee profile, each assigned to a category
- Document category
- Classification attribute of a document; six standard categories
- Employee profile
- Profile of an employee in administration, with the “Profile” and “Documents” tabs
- My Data
- Read-only view of own employee data for employees (Web)
- My Documents
- Read-only view of own documents for employees (Web and Planerio app)
- Personnel file permission
- Permission to view or edit the employee data and documents of other employees
- Expiry date
- Optional information on a document that is displayed in the document list
- Payroll records
- Documents according to § 8 BVV, which must be maintained electronically from January 1, 2027
- Docs Basic
- Digital personnel file package included in the Planerio subscription with up to 10 documents per employee on average
- Docs Premium Unlimited
- Paid digital personnel file package with unlimited documents for €1.50 per employee per month, net
Digital personnel file: Not identical to
Not identical to Planerio
The digital personnel file is a module within the Planerio software. Information on the overall product, manufacturer, and availability can be found on the Planerio facts page.
Not identical to payroll preparation
Payroll preparation turns recorded working times and absences into the data basis for the payroll run. The digital personnel file stores the employee master data and provides finished payroll runs. The payroll run itself – including taxes and net pay – takes place in both cases in the connected payroll system, not in Planerio.
Not identical to absences
The Absences module manages annual leave, sickness, and other absences including approval. The digital personnel file manages employee data and personnel documents. Both modules work on the same employee profile but have different tasks.
Not a document management system
The digital personnel file is a storage location for personnel documents in the employee profile within Planerio. Authorized users can rename documents, assign them to another category, and delete them.
No deadline monitoring for documents
An expiry date can be stored for a document and is displayed in the list. No reminders or automatic follow-up processes are associated with it.
No self-service for data changes
Employees see their employee data and documents but cannot change them or upload documents themselves. Changes are made via the HR department.
Not identical to the term “digital personnel file” in the Personnel Wiki
The entry Digital personnel file in the Planerio Personnel Wiki explains the general term. This facts page describes the module in the Planerio software.
Digital personnel file: Frequently asked questions (FAQ)
A module of the Planerio software in which employee data and personnel documents are managed in the employee profile – in the same system as the shift schedule, time tracking, and absences.
Employee data – bank details, emergency contact, and payroll data – as well as documents in six categories: employment contracts, application documents, payroll accounting, performance, policies, and other documents.
Yes. Employees see their documents, such as payroll runs, under “My Documents” on the web and in the Planerio app for iOS and Android and can download them. Planerio does not create the payroll runs but provides them.
Only users with personnel file permissions. Viewing and editing are assigned separately. Employees only see their own data.
The data of deactivated employees remains visible to authorized users.
PDF, JPG/JPEG, PNG, GIF, TIFF, and BMP, up to 20 MB each. Up to 100 files are possible per upload.
There is no obligation for the entire personnel file. From January 1, 2027, employers must maintain payroll records electronically in accordance with § 8 BVV; the option for exemption ends on December 31, 2026. Legal status October 2026; this does not replace legal advice.
Docs Basic is included in the Planerio subscription and includes up to 10 documents per employee. The average across all employees of the organization is decisive; individual files may contain more or fewer documents. For unlimited documents, there is Docs Premium Unlimited for €1.50 per employee per month plus VAT.