Setting up your integration with Personio
Adding the integration
To add a Personio integration in your Shiftbase account head towards Settings > App center > Personio. Then click on the green + Add Personio integration.
Then you can log in with your Client ID and Client secret. This data can be retrieved from your Personio account. They are linked to the created API token within Personio. The minimum required permissions of the API within Personio are:
- Employees (Read)
- Attendances (Read + Write)
Once the Client ID and Client secret have been entered, the configuration screen appears.
Here you give the integration a name. Under Contract fields you can specify which contract fields you want to synchronise. Here you have the following options:
- Contract hours
Under Employee fields, you can indicate which employee fields you wish to synchronise. Here you have the option to add a date of birth.
By ticking the Automatically add new employees box, new staff from Personio will also be added to Shiftbase during the nightly synchronisation.
Next is the field Notify import email address. The email address you enter here will receive email notifications when a change is transferred from Personio to Shiftbase. Finally click on Save.
Mapping the integration
Next you will see the settings for the integration. Here you will find the following 3 tabs:
- Contract departments
- Contract types
First you get to Contract departments. Here you can link the cost centres or departments within Personio to a department within Shiftbase. This can be done using a drop down menu. When you have linked the cost centers or departments you click on Save at the bottom.
Next you can go to the second tab Contract types. Here you link the contract types from Personio and Shiftbase. First you have the External contract types. Here you link the contract types as known in Personio with the contract types within Shiftbase.
Hourly employee links to Flex hours.
Fixed hours links to Fixed hours.
Next you have the Internal contract types. Here you link the contract types as known in Shiftbase with the contract types within Personio.
Flex hours links to Hourly employee.
Fixed hours links to Fixed hours.
When you have linked the contract types, click on Save at the bottom.
Next, it is important to link all employees that need to be linked to your account from Personio. We automatically try for every (active) employee to find a matching employee within your account.
If no match can be found, the employee is automatically set to add. The match is made based on e-mail address and/or SSN. You can find your Personio employees in 4 categories:
- Unmapped employees: the employees that are not yet linked and can be added.
- Mapped employees: the employees that are already linked to an employee within your account.
- Excluded employees: employees for whom it has been indicated/detected that they should not be imported, this can be done manually for a specific employee but also automatically using the settings for contract departments/contract types.
- Inactive employees: All employees who are already out of employment, by default this group is hidden. You can show these employees with the black button on the right.
When the employees are linked, click on Save at the bottom.
Once everything has been processed, a synchronisation will take place every night. Here, linked employees are updated and new employees are added, if desired.
Active app overview
If you want to make changes at a later date, you can do so by going to Settings > App center > Personio.
In the active app overview you can see 4 symbols. These are as follows:
- Gearwheel: This opens the configuration window.
- Squared arrows: This leads to the mapping of the integration.
- Recycle bin icon: This deactivates the integration.
- Download icon: This triggers the synchronisation process that normally happens at night.
There is also a specific report for Personio. This report offers a concise timesheet overview per worked shift per employee. This report can be transferred directly to Personio.
The following fields are shown in this report:
- User id
- Start time
- End time
This report can be found via the Reports tab. Here you can find the reports by clicking on Report dashboard. Here you select the Personio report at the bottom.
Then you can select the period in the top left-hand corner. After selecting the period, you can request the report in the top right-hand corner.
When you have requested the report, you will see a sample version. Then you can click on Send to Personio in the top right corner.
The data is transferred directly to Personio.
⚠️ Note: It is now possible to overwrite a previously exported period in Personio. To be able to do this, you must enable the permission right "Attendance: Read" in Personio. In Personio, navigate to Settings (left bar), then click on API credentials:
Click on the line with the Shiftbase integration you wish to edit. In the next screen, select "Attendances: Read":
Finally, scroll down to click "Save" at the bottom of the page.