Documentation: Personalrampe Skills

Everything you need to know about the strategic competency management platform.

Product Overview

Short Description

Personalrampe Skills is a SaaS platform for skill management, competence assessments and succession planning built on structured HR data.

Problem

Many organisations lack a central, up-to-date overview of employee skills, gaps and succession readiness; assessments are often handled in spreadsheets or not at all.

Solution

The platform connects employee, position and skill master data with structured ratings, development measures, dashboards and automated reminders so HR, managers and employees work in one place.

Key Features

  • Central employee directory with HR master data and dashboard KPIs.
  • Position management including status and skill requirements for succession planning.
  • Organisation-specific skill catalogue with rating scales and links to employees and positions.
  • Assessment system with manager evaluations and self-assessments.
  • Guided rating wizard with step-by-step flow, auto-save, progress bar and attachment uploads.
  • HR dashboard with metrics, charts and a skill rating heatmap.
  • Development measures linked to skills and participants to track impact over time.
  • Succession planning for key positions with successor candidates and required improvements.
  • Automated email reminders for missing ratings within each period.
  • Audit logs for change tracking and compliance.
  • Bilingual user interface (German/English).

Benefits

  • Transparent visibility of skills, gaps and succession risks across the organisation.
  • Structured, recurring assessment cycles instead of ad-hoc spreadsheet exercises.
  • Clear responsibilities: HR sets up structures, managers rate employees, employees contribute their self-view.
  • Time savings and fewer support requests thanks to guided workflows, auto-save and a self-explanatory portal.
  • Compliance support through audit logs and role-based access.

Target Audiences

  • HR and People & Culture teams who want to professionalise skill management and succession planning.
  • Managers who need a structured way to rate and develop their teams.
  • Executives who want aggregated insights into skills, positions and development.
  • Employees who want to understand and actively shape their own development.

Roles

Organisation Administrator

Responsible for configuring the organisation, legal consents, HR structure and global settings.

Rights:

  • Full access to all areas within the own organisation (dashboard, data, strategic, administration, settings, billing).
  • Manage organisation profile, language and rating visibility.
  • Create and maintain employees, positions, skills, development measures and ratings.
  • Define HR team members and assign advanced rights where needed.

HR / People & Culture

Operates the platform in day-to-day business for data maintenance, assessments, development and succession planning.

Rights:

  • Access to dashboard, employee data, positions, trainings/development measures, skill ratings, succession planning, HR team and skills management.
  • Set up and maintain the skill catalogue and assign skills to positions and employees.
  • Plan and manage development measures.
  • View and analyse ratings via heatmap and tables.

Manager

Rates employees and uses results in development conversations.

Rights:

  • Access to the assessment area and rating wizard.
  • Perform manager evaluations for assigned employees only.

Employee

Is rated and, depending on configuration, provides self-assessments and can view own results.

Rights:

  • Log in via email/password or SSO depending on organisation setup.
  • Use the rating wizard to submit self-assessments.
  • View own ratings if enabled by the organisation.

Onboarding Guide

First Login

Steps

  • You receive information or an invitation from HR that the platform is available and which login method to use.
  • Open the login page, choose your role (member/admin) and sign in using email/password or your corporate SSO.
  • After successful login you are taken directly to the area relevant to your role – for example the dashboard for HR/admins or the assessments area for employees.

Initial Setup For Admins

Organisation Profile

  • Set organisation name and description in Settings → Organisation.
  • Decide whether employees can see their own ratings.
  • Choose the default language for your organisation’s user interface.

HR Team And Master Data

  • Identify a pilot HR team and assign them HR rights in their profiles.
  • Import or create initial employee, position and skill data for a pilot group.
  • Align skill models and rating scales with your organisation’s competency framework.

Page Catalogue

Note

The following pages describe the main areas from the end user perspective. Technical terms such as database tables are avoided; visible functionality is described.

Pages

Login

https://skills.personalrampe.de /login
Purpose

Sign-in page for all platform users.

Access

Public; protected areas are unlocked after successful login.

Fields
  • Description

    Business email address of the user.

    Validation

    Must be a valid email address; incorrect format or unknown address will show an error.

    Required
  • Description

    Secret password for account access.

    Validation

    Must match the stored password; incorrect input shows a hint message.

    Required
Buttons
  • Function

    Triggers login and redirects to the user's personal area (e.g. Dashboard or Assessments) on success.

  • Function

    Starts Single Sign-On login if configured by your organisation.

Common Questions
  • I can't access my account – what do I do? Use either the classic password login or the Magic Link option, which sends a one-time link or code to your email.
  • I get a message that my email is not yet confirmed – what does that mean? Open the confirmation email you received after registration and complete the verification.

Dashboard: Persons

https://skills.personalrampe.de /dashboard/persons
Purpose

Manage employee master data (personnel number, contact details, organisational assignment).

Access

HR team and administrators.

Key Fields
  • Personnel number (unique per organisation).
  • Name and contact details.
  • Business email (must be unique; used for reminders among other things).
Typical Actions
  • Create new employees.
  • Update master data.
  • View linked documents in the personnel file (e.g. certificates, reports).

Dashboard: Positions

https://skills.personalrampe.de /dashboard/positions
Purpose

Manage positions, status, required skills and succession planning support.

Access

HR team and administrators.

Contents and Actions
  • Create and edit positions with title, description, department and status.
  • Define who currently holds the position and who is being replaced (e.g. planned succession).
  • Attach skill requirements with minimum ratings.
  • Manage potential successors with target readiness date and succession status.

Dashboard: Skills

https://skills.personalrampe.de /dashboard/skills
Purpose

Build and maintain the organisation's skill catalogue.

Access

HR team and administrators.

Contents
  • List of all skills with name, description and rating scale.
  • Option to adopt skills from existing competence models or create custom skills.
Actions
  • Create, edit and remove skills.
  • Save changes via 'Save Skills'.

Dashboard: Succession Planning

https://skills.personalrampe.de /dashboard/succession-planning
Purpose

Visual interface for planning and managing replacement candidates for key positions.

Access

HR team and administrators.

Contents
  • Interactive flow diagram showing all positions and their linked replacement candidates.
  • Each position is displayed as a fixed node at the top; replacement candidates appear below it as connected nodes.
  • Readiness indicators showing when each candidate will be ready to take over (target date).
  • Status tracking per candidate: Draft, Approved, In Training, and similar stages.
  • Skill gap display per candidate showing which skills still need improvement before the candidate is ready.
Typical Actions
  • Select a position to view its current replacement candidates.
  • Add a new replacement candidate via the plus button and search by name, email or personnel number.
  • Remove a replacement candidate from a position.
  • View the improvement list for a candidate to identify missing skills.
Edge Cases
  • If no positions exist yet, the diagram is empty and prompts HR to create positions first.
  • If a position has no candidates assigned, a prompt to add the first candidate is shown.

Dashboard: Personnel Development

https://skills.personalrampe.de /dashboard/personnel-development
Purpose

Plan, manage and track development measures for employees.

Access

HR team and administrators.

Contents
  • List of all development measures with title, linked skills, participants and status.
  • Each measure can be linked to one or more target skills to make the development goal explicit.
  • Participants are assigned to a measure to track who is attending.
Typical Actions
  • Create a new development measure (e.g. training, workshop, mentoring).
  • Edit an existing measure including title, description, linked skills and participants.
  • Delete measures that are no longer relevant.
  • Review which skills a measure is designed to improve.

Dashboard: HR Team

https://skills.personalrampe.de /dashboard/hr-team
Purpose

Manage which employees have HR team access and advanced rights within the platform.

Access

Administrators.

Contents
  • List of all current HR team members with their name and contact data.
  • HR team members have access to the full HR-side of the platform (dashboard, ratings, positions, skills, succession planning, personnel development).
Typical Actions
  • Assign HR team rights to an existing employee.
  • Remove HR team access from a member who no longer holds that role.
  • Review who currently has HR-level access across the organisation.
Edge Cases
  • An employee must exist in the system before being added to the HR team.
  • Removing HR team access does not delete the employee's data or assessments.

Dashboard: Audit Logs

https://skills.personalrampe.de /dashboard/audit-logs
Purpose

View a chronological log of all significant changes made across the platform for compliance and traceability.

Access

Administrators.

Contents
  • Timestamped list of actions such as creating, editing or deleting employees, positions, skills, ratings and succession candidates.
  • Each log entry shows the action type, the affected entity and the user who performed the change.
Typical Actions
  • Review recent changes to identify who modified which data and when.
  • Use audit logs to verify compliance with internal review processes or legal requirements.
Edge Cases
  • Audit logs are read-only and cannot be modified or deleted by any user.
  • If no changes have been made yet, the log is empty.

Billing

https://skills.personalrampe.de /billing
Purpose

Manage legal consent and access billing information.

Access

Organisation administrators.

Contents and Actions
  • Review and confirm Terms of Service, Privacy Policy and Data Processing Agreement.
  • Choose directly between online payment or invoice billing.
  • Immediate activation of all functions without manual review.
  • Link to the billing portal for managing payment details and downloading invoices.

Settings

https://skills.personalrampe.de /dashboard/settings
Purpose

Manage personal preferences and organisation settings.

Access

Administrators (full access) and HR team members (limited, e.g. personal language settings).

Sections
  • Personal settings (UI language).
  • Organisation details (name, description, default language, employee rating visibility).
  • SSO configuration (if your organisation uses Single Sign-On via a central identity provider).
  • References to billing and legal documents.

HR Workflow

Steps

  • Configure organisation settings and legal consents.
  • Create employees, positions and a first set of skills.
  • Assign skills to positions and employees and define manager relationships.
  • Start the assessment cycle: During each quarter (especially towards the end) or agreed period, the system automatically sends email reminders to employees and managers with outstanding ratings; HR does not need to trigger any manual outreach.
  • Run the assessment cycle using automated reminders and the wizard.
  • Use dashboard, heatmap and tables to monitor progress and identify development and succession needs.

Employee Workflow

Steps

  • Invitation and information: Employees automatically receive email reminders from the system when an assessment cycle has started and which ratings and deadlines apply to them; additional communication from HR or managers is optional.
  • Log in via the login page or SSO.
  • Open the assessments portal and follow the wizard to rate all assigned skills.
  • Optionally attach documents as evidence for ratings.
  • Finish when all skills are rated; the portal will clearly indicate that you are up to date.

Assessment System

Types

  • Self Assessment by employees.
  • Manager Evaluation by line managers.

Scales

Each skill has a configurable rating scale, typically 0–5, shown directly in the wizard together with a textual interpretation (e.g. Poor, Needs Improvement, Satisfactory, Good, Excellent).

Lifecycle

  • HR assigns skills to employees and positions.
  • During an assessment period employees and managers submit ratings via the wizard and tables.
  • Ratings are stored per person and skill and later used in dashboards and heatmaps.
  • Existing ratings are prefilled when you revisit the wizard, so adjustments are easy.

Skill System

Concept

Skills describe the capabilities your organisation cares about and are used consistently across positions, assessments and development measures.

Usage

  • HR maintains the organisation’s skill catalogue.
  • Skills are assigned to positions as requirements and to employees as items to be rated.
  • Development measures can be explicitly linked to skills they are meant to improve.

Reminder Email System

Overview

The platform automatically reminds employees and managers by email to complete outstanding ratings within the current quarter. Reminders are controlled by the system; HR does not need to send manual reminder emails.

Content

  • Personal greeting using the employee’s first name.
  • Reference to the current period (e.g. Q2 2026).
  • List of outstanding self-ratings.
  • List of outstanding ratings for direct reports (for managers).
  • Direct link to the portal so users can complete tasks in one click.

Reporting Analytics

Dashboard

The dashboard provides HR and leadership with key figures about headcount, skills and positions as well as charts for position status and assessment types and a recent activity feed.

Ratings Views

The ratings heatmap and tables allow you to quickly identify skill strengths and gaps and to filter and drill down into individual ratings as needed.

Development and Succession Reports

  • Positions and succession planning views help identify risks such as unfilled key roles.
  • Development measures can be compared against ratings before and after the measure to make impact visible.

Troubleshooting

Login ▼
If login fails, double-check email and password, confirm your email address if required and use the correct login method (local vs. SSO) according to your organisation’s setup.
Emails ▼
If you do not receive reminder emails, check your spam folder, verify your business email with HR and confirm that you are part of the current assessment period.
Ratings Visibility ▼
If you cannot see expected ratings in dashboards or tables, check filters and your role permissions with HR.

FAQ

How do I roll out Personalrampe Skills safely? ▼
Start with a pilot group, validate skills and processes, then extend to more units while communicating clearly about goals and benefits.
Can I switch the interface language later? ▼
Yes, you can change the organisation default language and employees can adjust their personal preference in settings.
How do I decide which skills to include? ▼
Start from your existing competency models or role profiles, create a lean first catalogue and iterate based on feedback from managers and employees.
How do I prevent employees from seeing their manager ratings? ▼
Disable the option for employees to view their own ratings in the organisation settings. Ratings will then remain visible only to HR and managers.
How do I adjust the interface language? ▼
Under Settings → Organisation you can set the default language for all users; individual users can additionally set their personal language.
How do I identify where development need is highest? ▼
Use the heatmap in the Ratings section to see at a glance which skill areas have consistently low ratings across multiple employees.
How often should we run assessments? ▼
Quarterly cycles are a good default; you can adapt the rhythm to your organisation’s needs while using the same mechanisms.
Can I correct ratings? ▼
As long as the assessment period is open, you can return to already rated skills in the wizard and adjust the value; check with your HR team for your organisation's process.
What are the file uploads in assessments for? ▼
You can upload certificates, project results or other evidence to support your rating.
Can I pause halfway through the wizard? ▼
Yes, your progress is auto-saved regularly and you can also use the Save button whenever you want to be extra safe.
Why do I receive reminder emails? ▼
The system has identified open ratings for you or your team within the current period and reminds you so everything is completed on time.
What do we need to know technically? ▼
End users only need a modern browser and internet connection; integration with your identity provider (SSO) and other systems is handled together with your IT and on request with the Personalrampe team.
How are data protected? ▼
The platform uses established authentication mechanisms and a role-based interface; access to personal data is strictly limited to those who need it.
What technical requirements do we need to consider? ▼
End users only need a compatible browser and internet access; SSO integration is implemented in coordination with your IT team.

Best Practices

Rollout

Use a pilot-first approach, keep the initial skill set manageable and iterate quickly based on user feedback before a broader roll-out.

Assessment Cycles

Align assessment cycles with your performance and development calendar and ensure that every cycle is followed by a structured review and planning of development actions.

Communication

Communicate the purpose of the platform clearly: development, transparency and succession planning – not monitoring.