Personio integration

Integrate with Personio to reduce time spent entering employee details for payroll.

Before you begin

Before you integrate with CharlieHR, you need to generate API credentials in Personio.

1. Log into Personio.
2. Navigate to Settings > API credentials.
3. Click Generate new credential.
4. Fill in a Name with a relevant name (e.g. UK Payroll integration).
5. Select Other in the Integration drop down.
6. Mark Read in the Employees row.
7. If you want to use the payslip upload feature immediately, enable Read and Write permissions in the Documents row.
8. Select Select All in the Readable employee attributes to map employee attributes from Personio to UK Payroll.
9. Click Generate new credential to generate a Client ID and Secret.

How to connect to Personio

1. From the left side bar, navigate to Settings.
2. Under the Integrations heading, select Overview.
3. Click Integrate in the Personio tile.
4. Enter the Client ID and the Client Secret.
5. Click Integrate.

How to configure your Personio integration

1. Map your UK Payroll fields (shown on the left) to your Personio fields (shown on the right). You can map any field, including custom fields.

   Note: Select Do not map for the optional fields you do not wish to sync from Personio, or if any UK Payroll fields are unavailable in Personio. Additionally, multi-list fields can’t be ampped and won’t appear for selection as each UK Payroll field can only accept one value.

2. Toggle on Pause syncing to update data directly in UK Payroll. If you unpause the sync, the data in Personio will overwrite the data in UK Payroll.

   Note: If you pause syncing, it won’t affect sending payslips to Persionio on payday.

3. Toggle on Include holiday pay in pension calculations if you want termination holiday pay included in pension calculations by default. Don’t toggle this on if holiday pay varies by employee.
4. Toggle on Exclude employees to exclude employees from the Persionio to UK Payroll sync. To learn more, see Exclude employees from an HRIS sync.

   Note: You must set up the filters for excluded employees before saving any initial settings. Otherwise, UK Payroll imports all employees once connected.

5. Toggle on Send additional payslips via Persionio to have payslips uploaded to Persionio in addition to payslips send to the employee email addresses defined in Persionio. Choose the folder that payslips are sent to in Personio from the drop down menu.

How to add a new custom field from Personio into UK Payroll

If you have created a new attribute/field in Personio that you would like to flow into UK Payroll, you need to add it to your API credentials in Personio first.

1. Log into Personio.
2. Navigate to Settings > API credentials.
3. Click the UK Payroll token.
4. Expand Readable employee attributes.
5. Find and select the new attribute.
6. Click Save.

You will now be able to see the new field/attribute in UK Payroll.

FAQs

What does ⚡️ mean?
⚡️ is UK Payroll’s sync indicator. The lightning symbol highlights the fields that are lined to other systems, such as Personio or HMRC. It’s there to remind you that if you change one of those fields in UK Payroll, it will be overwritten by information from the linked systems when next synced.

If a field doesn’t have an integration option or it’s set to Do not map, there won’t be a sync indicator next to it.

How can I change my Personio integration settings?
To amend your UK Payroll/Personio integration settings, navigate to Settings > Integrations > Personio from the left side bar.

How is employee data synced?
Syncing begins when UK Payroll is first connected to Personio, and then updated every hour, when UK Payroll checks for changes to the mapped fields.

Employee data is synced using the Employee ID, which must be the same in UK Payroll and Personio. UK Payroll is then populated with the employee data from Personio for the defined fields in Mapping. Any fields defined as Do not map won’t be synced.

Note: Personio is the source of truth for employee data. Mapped fields in UK Payroll will be overwritten with the Personio value, even if the field in Personio is null or empty. Multi-list fields can’t be mapped and won’t appear for selection as UK Payroll fields can only accept one value.

How do I add a new starter?
New employees should be added to Personio using a unique and previously unused Employee ID. Once you have added them in Personio, a new employee record will be created for them in UK Payroll as long as the Employee ID is not present on any record in UK Payroll. For more information, see Add a new hire.

What if an employee’s data is not syncing?
If you’ve just updated your employee’s data in Personio, you may need to wait a short period for it to update. However, if after some time, the data is still not syncing, or if you have paused Personio syncing, you can pull through an update by syncing individual employees.

1. Navigate to Employees from the left side bar and select the relevant employee.
2. Click Actions > Sync now.

If that still doesn’t work, the information may have been entered incorrectly in Personio. For more information on ensuring flawless syncs, see Ready your employees for payroll.

Finally, if you are still having trouble syncing employee data, pause syncing and update UK Payroll directly. However, once the sync does work, the information on UK Payroll will be overwritten with Personio data. Make sure any changes made in UK Payroll are also updated in Personio.

Why are employees showing as Pending?
You can check an employee’s payroll status by navigating to Employees from the left side bar. Employees will only show as Ready once all the required information has been entered into and synced from Personio. To ensure you have all of the necessary information in Personio, see Ready your employees for payroll.

I need to finalize payroll, but some employee data is yet to sync. What should I do?
If you can’t wait for a sync to execute and syncing individual employees isn’t working, you can update UK Payroll directly. However, once the sync is executed, UK Payroll data will be overwritten with Personio data. If the data is invalid, the UK Payroll fields will update to blank.

Why aren’t salaries syncing?
The Personio API doesn’t disclose salaries.

Why can’t I use the payslip uploading feature?
To use the payslip uploading feature, enable the Read and Write permissions for Documents in Personio.

Does data still sync from Personio once payroll is confirmed?
No changes can be made if payroll is awaiting approval or confirmation. This means any changes affecting payslip calculations aren’t synced, e.g. salaries. Once payroll has been processed and paid, the sync will be re-enabled and salaries will be backdated as appropriate.

Data that does not affect payslip values will sync regardless of payroll status.

If an employee changes their bank details in Personio after payroll has been confirmed, will the net pay go to the new bank account?
Payment details are locked in for the transfer one day before your scheduled payday. If the employee’s new bank details sync to UK Payroll before this day, they will get their salary paid into their new bank account.