--- title: Set Up Notifications – Digital Personnel File description: Learn how to set up notifications for the Digital Personnel File in absence.io and keep your team informed about important updates. --- [Skip to content](https://info.absence.io/en/help-center/set-up-notifications-digital-personnel-file#main-content) - [English](https://info.absence.io/en/help-center/set-up-notifications-digital-personnel-file) - [German](https://info.absence.io/de/help-center/benachrichtigungen-einstellen-digitale-personalakte) - [Spanish](https://info.absence.io/es/help-center/cómo-crear-notificaciones-en-el-expediente-de-personal) English Show submenu for translations [![Design ohne Titel (2)](https://info.absence.io/hs-fs/hubfs/Design%20ohne%20Titel%20(2).png?width=210&height=44&name=Design%20ohne%20Titel%20(2).png)](https://info.absence.io/en/help-center?hsLang=en) Open main navigation Close main navigation - - [English](https://info.absence.io/en/help-center/set-up-notifications-digital-personnel-file) - [German](https://info.absence.io/de/help-center/benachrichtigungen-einstellen-digitale-personalakte) - [Spanish](https://info.absence.io/es/help-center/cómo-crear-notificaciones-en-el-expediente-de-personal) English Show submenu for translations - [Contact our support](https://1r1be.share.hsforms.com/2cmG1EH3QR-2fjl6Hg3EKhA) [Contact our support](https://1r1be.share.hsforms.com/2cmG1EH3QR-2fjl6Hg3EKhA) How can we help you? - There are no suggestions because the search field is empty. 1. [absence.io Help Center](https://info.absence.io/en/help-center?hsLang=en) 2. [Digital Personnel File](https://info.absence.io/en/help-center/digital-personnel-file?hsLang=en) 3. [Digital Employee File](https://info.absence.io/en/help-center/digital-personnel-file?hsLang=en#digital-employee-file) # Set Up Notifications – Digital Personnel File ### 🧭 Where can I find the notification settings? Go to: Settings → Digital Personnel File → Fields. Click on the field for which you want to create a reminder (e.g., “End of probation period,” “Safety training expiration,” etc.). On the right-hand side, a window will open where you can click “Add" notification policies to create a new reminder. The notifications are always sent at the time when the notification was set up in absence.io. ![](https://info.absence.io/hubfs/Knowledge%20Base%20Import/22964322687132-1.png)   👤 **Option 1: Notify others** This option is ideal if, for example, a team lead, HR department, or another responsible party should be informed in advance about an upcoming event. **How it works:** Select one or more people under **“Notify other people”**. Add a message, such as: *“Contract ends in 30 days – please review”* or *“New employee starts in 2 weeks”* Set the **“When”** field to define when the notification should be sent (e.g. 30 days **before the value of the field**). **Example:** You want HR to be notified 30 days before the end of a fixed-term contract: - **Field:** “Contract End” - **Person:** Select HR Lead - **Message:** “Please review: Contract ending soon” - **Timing:** “30 days before the value of the field” ![](https://info.absence.io/hubfs/Knowledge%20Base%20Import/22964636741020-1.png)   **Another example:** You want to be reminded **one week in advance** when a colleague has a birthday or a work anniversary coming up? - **Field:** “Date of Birth” - **Person:** Select HR Manager - **Message:** “A birthday is coming up!” or “An anniversary is coming up!” - **Timing:** “1 week before the field value (recurring annually)” (If you want to be notified on the actual birthday, you should set "0 weeks annually before the value of the field") **ADDITIONAL INFORMATION:** The time you create the notification is also the time the email is sent. If you set this at 3 PM, the reminder email will be sent at 3 PM on the birthday. If you want to be notified at the start of the workday, then set it for the corresponding time. ![](https://info.absence.io/hubfs/Knowledge%20Base%20Import/23822585954460-1.png)   👥 **Option 2: Notify the employee directly** In addition to notifying selected people, you can also choose to automatically notify the affected employee themselves — for example, to remind them about a training session or the end of their probation period. **How it works:** Activate the option **“Notify personnel file user”** You can also optionally add a message here. Define **when** the notification should be sent (e.g. “14 days before”). **Example:** An employee should receive a reminder 2 weeks before their probation ends: - **Field:** “End of probation period” - **Option:** “Notify personnel file user” - **Message:** “Your probation period ends in 2 weeks – please follow up with HR” - **Timing:** “14 days before the value of the field” ![](https://info.absence.io/hubfs/Knowledge%20Base%20Import/22965014488348-1.png)   ✅ **Result** As soon as the entered date (e.g. contract end, training deadline, etc.) is reached — or the selected time period before it begins — an automatic email with all relevant information will be sent to the selected person (or the employee themselves). **Good to know:** The name of the affected user is inserted automatically. You can create multiple notifications per field. 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