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Integrate with Personio
Integrate with Personio

Learn how to sync employee and team data automatically with Personio.

Updated over a month ago

Human Capital Management (HCM) or Human Resource Information Systems (HRIS) systems such as Personio store essential employee data, which can be synchronized to streamline user management and organizational updates. The Personio integration allows for seamless synchronization of user and team data.

  • Available for users with role Owner.
    Learn more about roles and permissions here.

  • Available as Paid add-on

  • Available on Desktop


Benefits of the integration

  • Automated user creation and updates: Avoid manual entry by synchronizing user data directly from Personio into edyoucated.

  • Reflect organizational changes: Automatically update changes in team structures, supervisors, and employee statuses.

  • Efficient deactivation: Automatically deactivate users who leave the organization, reducing manual oversight.

Obtaining API credentials from Personio

  1. Log in to your Personio account. Ensure you have admin access.

  2. Go to Settings > Integrations> API credentials.

  3. Click Create custom integration.

  4. Enter a name and click on Next.

  5. Grant read access to Employees data.

  6. Select the relevant attributes:

    1. Required:

      1. First name

      2. Last name

      3. Email

      4. Status

    2. Optional:

      1. Job title

      2. Supervisor

      3. Team

      4. Department

      5. Office

      6. Employment type

  7. Click on Create integration.

  8. Immediately copy and store the Client ID and API Secret as the latter will not be accessible again.

Setting up and activating the integration

Note: To access and configure the integration, you must be an organization owner. The integration is a paid add-on and must be enabled by your edyoucated account manager.

  1. Click on your profile picture in the upper right corner and select Integrations.

  2. Click on Add/Edit integration in the Personio card. A new page opens.

  3. Configure credentials:

    • Enter your Client ID and Client Secret obtained from Personio. Learn more about how to obtain the credentials here.

    • Ensure these credentials are kept secure and confidential.

  4. Choose a default language. This defines the language of emails that automatically created users receive before they can adjust their language settings.

  5. Define synchronization rules: Synchronization rules define the criteria that are used to decide which users from your external system will be synced into edyoucated. Decide if you want to sync external users (based on the Employment type attribute from Personio). Internal users will always be synced.

  6. Configure users synchronization: First name, last name, email, and status are required. Decide if the job title should be synced to edyoucated.

  7. Configure team synchronization: Decide if teams should be created based on one or multiple of the following attributes: Supervisor, Team, Department, Office, and Employment type.

  8. Use the Test button to ensure settings are correct before activating.

  9. Once testing is successful, click Activate at the top right of the page. A modal window will appear.

  10. In the modal, click Activate integration to start the integration. This will automatically execute the first integration run.

Note: If the synchronization is active, it runs automatically every day at 4 a.m. UTC. If higher frequency is needed, contact the edyoucated customer support for adjustments.

Tip: For example, if teams are created based on the Department field and there are departments like IT and Sales in Personio, two new teams named Department IT and Department Sales will be created. If a team is created for each supervisor, the team name will include the supervisor's name, such as Peter Wright's team.

Viewing integration runs

  1. Click on your profile picture in the upper right corner and select Integrations.

  2. Click on Add/Edit integration in the Personio card. A new page opens.

  3. Open the Runs tab.

In the Runs tab, you will find a table displaying all executed runs of the integration. This table provides the following information about each run:

  • Triggered at: Indicates the date and time when the run was executed.

  • Triggered by: Shows whether the run was automatic or manually started by a user. If manual, it displays the username, email address, and user image.

  • Status: A green checkmark indicates a successful run, while a red X signifies a failure.

  • Error: If the run failed, this column contains an error message.

Clicking on a run in the table will expand a sidebar on the right side of the screen. This sidebar provides additional run details:

  • If the run was successful, it shows the actions performed, such as the number of users or teams created, updated, or deactivated.

  • If the run failed, it provides information about the error encountered.

Deactivating the integration

To stop the integration, click the Deactivate button at the top right of the page. No further runs will occur. You can re-activate the integration anytime.

Error handling

  • If an error occurs during synchronization, it will be logged, and organization owners will receive an email notification.

  • Automatic synchronization will pause until the error is resolved.

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