🎯 For Admins. Go here, if you look for a guide how to set up this integration.

General

How do I deactivate the integration or disconnect a company?

To deactivate the entire integration: In the Integration overview, find Personio and select Options > Revoke authorisation.

To disconnect a single company: In the Integration menu, find Personio and click Manage. Find the company you would like to disconnect, select Manage company > Disconnect company and confirm your choice on the pop-up.

How do I reconnect/update the API credentials?

If you are shown an error message stating the connection was lost, select Reconnect and re-enter your Personio API credentials.

If your Personio API credentials have changed, update them in the Integration overview > Personio > Manage company > Change credentials.

What data is synced?

The values we sync from Personio to Planday are:

First name and Last name
E-mail address (username in Planday)
Birthday
Gender
Hired date
Leave full days or half days and leave hours if the option Include current and future leave data is ticked in the Integrations settings
Salary - both monthly and hourly are synced as well but the change effective from date in Personio is not synced
- You would need to finish the setup in Planday and add the valid from dates, both for hourly wage and monthly salary. See How to set and update your employees’ hourly wages and How to set an employee’s fixed salary.
- The wages are updated only within the employee group that Planday created automatically, during the integration setup and which is named "Personio." Since there are no equivalents to employee groups in Personio that we can use to align with the Planday groups, this is the only group where the updates are applied.

Note: Remember to always create and update employees in Personio, as this is a one-way sync.

Employee import

Why can’t all my Departments be imported?

Depending on your Planday plan, there may be a maximum number of Departments you can set up. On the Starter plan, you are limited to having 1 Department, while the Plus and Pro plans allow up to 5 or more Departments. Imports will possibly be incomplete, if this number is exceeded. Read here, how to handle the Departments limit.

Why can’t my employees be imported?

If you have an error message saying that your employees couldn’t be imported from Personio into Planday, it could be because of the following reason:

You have some required fields for employee creation in the employee form setup in Planday.
If the required fields that are set in Planday are missing in Personio for the employees you’re trying to import, then the import won’t happen
To fix this, you can either:
- In Personio: fill out the required fields in the employees’ profiles
- Or in Planday: go to Settings > People > Employee form setup > find the required fields and edit them
  - Under Create employee, untick the box Required field ⬇️

Then in Planday, go back to Personio’s integrations settings and try and import your employees again.

Is it possible to exclude selected employees or departments from the sync?

Yes, you can import from Personio and sync only selected employees or departments. To do so, follow these steps:

On first sync (when setting up the integration): After linking your Personio and Planday entities, click Next. Untick the employees that should be excluded from the sync.
Going forward: In Planday, go to Settings > Integrations > Overview. Find the Personio integration tile and click on Set up. Select “Import more employees”, then untick the employees that should be excluded from the sync.

Ensure that the option “Import all current and future employees from Personio” is unticked. Otherwise, the integration will import all employees from Personio the following day, including those you excluded from the sync.

What happens if a mapped employee is set to inactive in Personio?

If the option Import all current and future employees is enabled in the integration setup, the employee will be deactivated in Planday during automatic sync at 11 PM of the following day. If there are future shifts, they are changed into Open shifts starting deactivation date. Future absences created by the integration will be removed.
If the option is not selected, no changes will be made automatically.

Note: If you delete the employee in Personio and don’t set the status to inactive, the employee will not be deactivated in Planday. So if you want to hard delete employees in Personio, you would need to set them to inactive first and then delete them so they are deactivated in Planday.

What happens, when I delete the Employee group “Personio“?

It is not recommended to delete this Employee group. You can keep it, and additionally assign your employees to other Employee groups as well.
If you delete this Employee group, you risk losing information on hourly wages or salary.

If the option Import all current and future employees is enabled in the integration setup, the Employee group would be added again during the sync at night, and employees would be re-added to it.

How do I see which employees are mapped between Personio and Planday?

You can check this in Planday by going to the Employee group Personio under People > Employee groups. This group is automatically assigned to all mapped employees.

What happens if an employee already exists?

If an employee profile with a matching e-mail address is detected during import, that account will be overwritten by the new employee data from Personio.

Why can’t I select an employee for import?

Employees can only be selected for import if their Personio profile contains a First name, Last name and email address.

What happens when I update employee information in Planday?

Personio to Planday is a one way synchronisation, which means that employee information is pulled from Personio at the time of sync and updated in Planday. If you use this integration, we recommend using Personio as the main source of employee information and update any changes there instead of in Planday.

Absence data import

Can I add imported absence to the employees’ Absence accounts?

If the system you are using for absence management is Personio, the purpose of having that information in Planday is barely to keep an overview when you plan your schedule. Therefore, it is shown as shifts. As of now, no automated function connected to Planday Absence accounts is planned.

Note: The shift types assigned to absence shifts are named after the Persionio absence type name (full or half day), or called Personio (hourly).

What Personio absence types are imported?

Approved absences of the type daily, half-daily or hourly can be imported.

What happens, if employees already have assigned shifts that the absence interferes with?

If the absence is day based, the shift would be assigned the Shift type for the absence.
If the absence is hourly, the import will create an additional shift (with the Shift type for absence) additionally to the one already existing.

What happens if changes to already imported absence data is made in Personio?

If the option Import current and future absence data is enabled in the integration setup, the shift in Planday that represents the absence will be updated or deleted during the automatic sync at 11 pm.

See related articles:

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