• What does the Personio integration with Probonio offer?
• Step-by-step instructions for setting up the integration
• FAQ about the Personio integration
  • How often is the data synchronized?
  • Which data is synchronized?
  • Can I customize the synchronization?
  • What happens to the configured benefits when the Personio integration is deleted?
  • What happens when an employee ends their employment and a leaving date is set in Personio?
  • What happens if I only enter a leaving in Personio at a later date?
  • Integration with multiple companies

 

What does the Personio integration with Probonio offer?

If you use Personio as your HR software, you have the option of linking it with the Probonio employer portal. This integration offers numerous advantages and allows you to make HR administration more efficient and time-saving.

Thanks to automatic synchronization, the employee data in Personio is synchronized with the Probonio employer portal on a daily basis. This means that all changes, such as new hires, edits or departures, are automatically transferred. This ensures that your data is always up-to-date and consistent.

Another advantage of the integration is the option of inviting new employees directly to Probonio. If desired, this can be done automatically as soon as a new employee is created in Personio. This saves you valuable time and reduces administrative effort.

The integration between Personio and Probonio is very straightforward. Probonio is available in the Personio Marketplace, which means that the link can be established in just a few steps. Simply follow the instructions in the Marketplace to activate the integration and start enjoying the benefits immediately. You can also find a step-by-step guide in the article below.

 

Step-by-step instructions for setting up the integration

1. Log in to your Personio account.

2. Navigate to the “Marketplace” tab in the left menu bar

 

 

3. Search for “Probonio” and select the integration

4. Click on “Connect” in the top right-hand corner of the window that now opens

5. Now select the “Generate new access data” button.

Various codes are now displayed that can be copied.

6. Now open the Probonio employer portal (manager.probonio.de) in another tab. Navigate there to the Personio integration via the company settings.

7. Now copy the Client ID and the Client Secret from Personio and paste them into the respective field in the Probonio employer portal. Confirm the process with “Connect”.

8. The success of the process is indicated by the green text “Integration active”. You can now decide whether employees newly created in Personio should always be invited directly to Probonio via the interface. You can also start the first synchronization via the “Synchronize now” button. In future, this will happen automatically once a day, but you can synchronize manually at any time using this button.

 

9.

In Personio, you can now manage the access rights within the integration by opening the “Select attributes” drop-down menu and ticking the data to be synchronized.

 

The following attributes can be selected: First name, last name, e-mail, status, personnel number, employment type, employment date, leaving date, gender, company and married? (marital status).

The integration is now complete. You are welcome to carry out a manual synchronization again at this point to check whether all data has been transferred.

If you have any questions, please feel free to contact us at any time.

 

FAQ about the Personio integration

How often is the data synchronized?

Synchronization takes place automatically once a day. Alternatively, you can start a manual synchronization at any time via the Probonio employer portal by selecting the “Synchronize now” button in the company settings under Personio integration.

Which data is synchronized?

The integration supports the following data: First name, last name, e-mail, status, personnel number, employment type, employment date, leaving date, gender, company and married? (marital status).

To ensure that all relevant data is transferred, navigate to Probonio in Personio via Marketplace Connections Integrations and open the “Select attributes” drop-down menu. All selected items will be synchronized.

 

Can I customize the synchronization?

Yes, you can define which data fields should be synchronized in the settings.

To do this, navigate to Probonio in Personio via Marketplace Connections Integrations and open the “Select attributes” drop-down menu. All selected items are synchronized.

 

What happens to the configured benefits when the Personio integration is deleted?

If you delete the Personio integration or disconnect it, this will not affect your employees' configured benefits. These will remain unchanged.

You can re-establish the integration at any time, which will also not affect the configured benefits.

What happens when an employee ends their employment and a leaving date is set in Personio?

If configured by you, this is also synchronized with Probonio. During the next synchronization, the employee is now given the status “Leaving planned” in Probonio. The month of the leaving date is stored as the last working month in Probonio.

The status “Leaving planned” means that all benefits configured for the employee will be deactivated at the end of the stored month. It is also not possible to configure further benefits for the employee.

Once the employee has left Probonio, they will receive the status “Leaving” and will still be able to access the app after leaving to redeem any unused vouchers from previous months, but will not be able to select new benefits/submit vouchers. If you no longer wish to allow this, you can delete the employee. You can find instructions on how to do this here. It is advisable to inform the employee in advance that a deletion is intended so that the employee can save their vouchers by downloading/screenshots.

 

What happens if I only enter a leaving in Personio at a later date?

In this case, all benefits will be deactivated as far as possible with the next synchronization and the employee's status will be set to “Departure planned”. Termination is not possible retroactively, so the departure will take effect at the end of the current month.

Alternatively, you can manually terminate the employee's employment relationship immediately in Probonio, provided no voucher has been selected (non-cash benefit). You can find instructions on how to do this here.

 

Integration with multiple companies

If your company has several companies and each of these companies has its own Probonio account, but all employees are managed in a single Personio account, it is important to set the company filter before integration.

Why is the company filter necessary?

Without this filter, all employees would be transferred from Personio to all Probonio companies. This leads to duplicate entries and a considerable manual effort to clean up the data. To avoid this, make sure that the company filter is set correctly before setting up the Personio integration.

 

Ways to apply the company filter

The company filter can be defined in different ways:

1. via the email domains of the employees

If each company has its own e-mail domain, the filter can be set so that employees are assigned to the correct company based on their e-mail address.

2. via the company name in Personio

If there are no different mail domains, the filter can be set using the company name stored in Personio.

For the filter to work correctly, please send us the exact company names as they appear in Personio. Please copy the names directly from Personio to avoid typing errors.

 

How to set up the company filter

1. before you start the Personio integration, send the relevant information (mail domains or company names) to our support team or your Customer Success contact.

2. we will store the filters accordingly in Probonio.

3. once the filters are set, you can perform the Personio integration according to the instructions in this article.

4. the employees are automatically assigned to the correct company in Probonio.

Translated with DeepL.com (free version)

 

3. Via the Probonio filter

 

 

 

You can then activate the attribute collectively for several people and do not have to tick the ‘Yes’ box individually.

 

 

 

 

Translation Note: This article has been translated using automatic translation software to provide the reader with a basic understanding of the content. Despite reasonable efforts to provide an accurate translation, we cannot guarantee its accuracy.

If there are any questions regarding the accuracy of the information in the translated article, please refer to the German version of the article, which is the official version.