What does HR system integration with Probonio offer?

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

Thanks to automatic synchronization, the employee data in your HR system is synchronized with the Probonio employer portal as soon as a change is made. 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 your HR system. This saves you valuable time and reduces the administrative workload.

The integration between your HR system and Probonio is very straightforward. You can also find step-by-step instructions here in this article.

Instructions for the integration of HR systems

You can find instructions for the individual HR systems here: https://help.kombo.dev/hc/en-us/categories/18202211029393-Connection-Guides

For which HR systems does the integration work?

Personio, Workday, SAP SuccessFactors, Factorial, AFAS Software, BambooHR, PayFit, Kenjo, HeavenHR, HiBob, Cezanne HR, Microsoft Entra ID, Google Workspace, Nmbrs, Deel, Remote, IRIS Cascade, Okta, Sage HR, Humaans, Eurécia, Officient, Charlie, Sesame HR, HR Works, Breathe HR, CatalystOne, Mirus, AlexisHR, Simployer, Rippling, Kallidus(Sapling), PeopleHR, Lucca, Planday, BoondManager, Hailey HR, Perbility Helix, Visma Raet - Youforce, Kombo Sandbox

Step-by-step guide to setting up the integration of your HR system - example Personio

1. Open the Probonio employer portal (manager.probonio.de). Go to the “HR system integration” tab in the company settings (gear icon at the top right). Click on “Start setup” there.

2. Select your HR system:

3. Under the individual areas, you will find the entries that Probonio would like to read in order to implement the integration in the best possible way. You can also deselect optional items.

4. Enter the Personio subdomain here (as stored in Personio).

5. Open Personio via the link “here”.

6. Click on Settings>API access data in Personio and then on “Create individual integration” in the top right-hand corner

7. Enter the name for the access data “Probonio” in Personio (as it is displayed in the Probonio employer portal)

8. Click on continue and select the attributes in Personio that are displayed in the Probonio employer portal.

9. Click on Create integration, enter the Client ID and the Client Secret in Probonio and click on next. Wait a moment until the next step is displayed.

10. In the next step, you can provide us with additional information. However, you can also skip this step for the time being.

Note: It is important to record the number of children for the benefit of the recreation cost allowance. In this case, you can store an attribute for the number of children in Personio and fill it in there. If you create a new attribute, you will need to click on Re-sync Data after creating it and synchronize again, then you can select the created attribute under Number of children.

11. In the next step, you can select which employees are to be synchronized, e.g. only the employees from one of several companies or only full-time employees.

The integration is now complete. You can change the configurations or disconnect at any time.

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

FAQ about Personio integration

How often is the data synchronized?

Synchronization takes place automatically several times a day. Alternatively, you can start a manual synchronization at any time via the Probonio employer portal by clicking the “Schedule synchronization” button.

Which data is synchronized?

The integration takes into account all attributes selected during setup. For Personio, for example, first name, surname, email, status, personnel number, employment type, employment date, leaving date, gender, company, marital status and number of children (if set up). The configuration can be changed at any time.

Can I customize the synchronization?

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

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

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

If configured by you, this will also be 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 no longer possible to configure new 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/submit any new benefits. 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 resignation 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 “planned departure”. 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 yet been selected (non-cash benefit). You can find instructions on how to do this here.

Integration with several companies

If your company has several companies, you can filter the employees to be transferred by company in the last step of the integration.

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.