Personio: HRIS Integration

Setting up Integration in Personio

If you use Personio as your HRIS, Pento offers integration using Personio's API which helps to reduce time spent entering employee details for payroll.

Generating the API credentials

To set up the integration in Personio, an admin user has to generate the API credentials in the Personio account.

To generate the API credentials, you will need to follow the steps below:

• Log into Personio

• Navigate to the Settings page

  

• Navigate to API Credentials page

  

• Click Generate new credential, the form below or similar will be shown:

  

• Fill the Name field with a name that will help you remember what the credentials are used for (e.g. "Pento integration")

• In the Integration dropdown choose Other

• Select the Read checkbox for Employees row

• In the Readable employee attributes dropdown click Select All to be able to map any employee attributes in Pento.

• Click Generate new credential. A Client ID and a secret will be generated

  

Connecting to Personio in Pento

To connect to Personio, you will need to follow the steps below:

• Navigate to Integrations from the menu on the left-hand side of the screen

• You will see an icon for Personio, click Integrate

  

• Once you have selected Integrate, the following pop-up will appear:

  

• Please enter the Client ID and Secret generated by Personio

• Select Integrate

You should now be fully connected.

Settings

Once connected, you should be directed to the Integration settings screen, this is where you will need to set up your settings and map the fields you require between Personio and Pento.

Pause syncing

Please toggle on Pause syncing if you need to update data directly in Pento and do not want it to be overwritten by the data in Personio. You can unpause the sync at any point, however, if you do not update the data in Personio, the values in Pento will be overwritten with the values from Personio. 

Termination and Holiday pay pension settings

Please toggle on Include holiday pay in pension calculations if you wish for termination pay & termination holiday pay to be included in pension calculations by default. Do not toggle this option on if it varies from employee to employee.

Excluding employees from being synced

There are a number of reasons you may wish to exclude certain employees from syncing, for example, if you add an exclude filter defined as Country is not UK, any employees whose country is defined as outside the UK in Personio will not be synced. Below are a few further examples:

• Contractors
• Overseas employees
• Employees that didn't end up joining

Please toggle on Exclude employees if any of the above, or additional reasons apply.

You can set up an exclusion filter on any field you have in Personio, including custom fields, and can add as many filters as you need using the + Add filter button.

Mapping Fields

You will also see mapping fields similar to the below screenshot. The fields on the left represent the fields in Pento, whilst the fields on the right represent the fields in Personio. You can map any field from Personio to Pento, including custom fields. Once mapped, the data will sync from Personio to Pento.

Adding a new custom field from Personio into Pento

If you have created a new attribute/field in Personio which you would like to flow to Pento, you will need to add it to your API credentials in Personio first.

To do this, please follow the steps below:

• Login to Personio
• Navigate to API credentials
• Click the token you are using for Pento
• Expand Readable employee attributes
• Find the new attribute and select it
• Save settings

That's it, you should now be able to see the new field/attribute in Pento. 

How to amend your Settings

You may need to amend your settings in Pento to either enable or disable synced fields; amend the payslips and/or termination pay settings; and remove and/or add any employee filters. To do this, you will need to follow the steps below:

• Navigate to Integrations from the menu on the left-hand side of the screen

• You will see an icon for Personio, click Settings

  

How the sync works in Pento

Understanding how the data is synced from Personio to Pento is useful to ensure your Employee's details are accurate and up to date.

Syncing is executed when Pento is first connected to Personio (described above); each time the integrations setting are updated in Pento; and every hour.

Pento will check for any changes to the mapped fields on employees.

How Employee data is synced

Employee data is synced using the employee's email i.e. If there is an employee with the same email in Pento and Personio, the employee data in Pento will be populated with the employee data from Personio for the fields defined in the Mapping settings. Any fields defined as Do not map will not be synced.

New Starters

Any new employees should be added to Personio using a unique and previously unused email. Once you have added them to Personio, as long as the email is not present on any active or terminated record in Pento, a new employee record will be created for them.

Please refer to our help article How to Add a New Starter to Pento for further guidance.

Frequently Asked Questions

I updated my employee's data in Personio, why hasn't it synced with Pento?

Syncing is executed every hour, if you have made changes after a sync has been executed, you may need to wait for it to update. If more than an hour has elapsed, before contacting support, you can try and force the sync through by editing a setting on the Integrations page and pressing save (you can then change the settings back if applicable).

Alternatively, it could be that the information in Personio was entered in an invalid format for Pento, see further guidance on accepted formatting here. If this still doesn't pull the changes through, you will need to contact support who will be able to assist.

Employees are showing as Pending in the Employees list

Employees will only show as Ready once all the required information has been synced. Please refer to our help article How to ready your employee for payroll and ensure the data is entered in Personio.

I need to finalise my payroll, however, some employee data is yet to sync, what should I do?

If you are unable to wait for a sync to execute, you can update Pento directly, however, once the sync has been executed, the information on Pento will be overwritten with the data from Personio, if it is invalid, it will update the fields in Pento to be blank.

Alternatively, you can pause syncing in your integration settings, update Pento directly and unpause the sync once the payroll has been submitted. You will need to make sure any changes you made to Pento are updated in your HRIS if you require them to be synced going forward. 

I updated Pento, but not Personio

As Personio is the source of truth for Pento, you will need to ensure any changes you make on Pento, are the same in Personio.