Personio Integration

Integration Summary

Personio is an all-in-one HR software made for businesses and their employees. The platform is a great way to record and analyse people-based data, manage important issues such as compensation and develop company culture, all in one place.

If your company uses Personio, it’s likely that all of your employees will be listed on there. Our integration with Personio allows an automatic sync between platforms – making the setting up and maintenance of user profiles on Learn Amp a seamless experience.

This integration utilises a third party connector ‘Kombo’ who act as a sub-processor. Read more on them here

Main Features

Syncing users is seamless and efficient, eliminating any need for manual work.
All of your company’s employees that are in Personio are automatically synced into Learn Amp.
In the future, when new users are added into your company’s Personio system, they’ll automatically be added into Learn Amp too.
Standard fields such as an employee’s name, job title, and team are also pulled into Learn Amp.
If an employee’s details (such as job title or team) change in Personio, these changes will be automatically reflected in Learn Amp too.
You can choose when to invite users from your Personio system into Learn Amp, so there’s no rush or need to do so immediately.
When a user is deactivated in Personio, they are deactivated in Learn Amp

Information that can be synced

Our ‘Out of the box’ integration with Personio is able to map information from a number of predefined standard mappable fields which have been detailed in the table below:

Field in Personio	Maps to field in Learn Amp
First Name	first_name
Last Name	last_name
Work Email	email
Job Title	job_title
Avatar	avatar
Work location ID	primary_location
Group name	primary_team
Start date	hire_date
Termination Date	leave_date

Integration Settings

Learn Amp administrators can choose to apply the following settings:

Setting

Description

Invite new joiners into Learn Amp (single select)

Immediately when the user is added
Delay until their hire date
Don’t invite automatically (can send invites manually)

Choose when to send invitations to new users.

Syncing Additional Information

Yes, It is possible to sync additional or different data points from Personio in to Learn Amp.

Please Note: These requests will be handled by your Implementation Coach and will require custom development work to be undertaken by our technical team. The time taken to complete this work is chargeable or can be deducted from your Implementation budget at your Coaches' discretion.

Known Limitations/ Considerations

Team Managers: The Integration does not have the ability sync Team/Department managers in to Learn Amp.

Team managers can be configured within Learn Amp. Your Implementation Coach can provide further details on this.

Team Hierarchy: Learn Amp will create a team for each of the individual departments that are stored in your Personio account. These will be presented as a flat structure in your Learn Amp account and will not consider any parent/child relationships between your departments.

However, once you have completed your initial sync, you will be able to easily create parent/child relationships with your teams in Learn Amp which will be saved moving forward. Your Implementation Coach can provide further details on this.

How the Platforms Connect

Learn Amp will generate a unique webhook URL that you can use to create a series of subscriptions based on employee update events in Personio. When an event subscription is triggered, Personio will automatically sync any new or updated user information to Learn Amp.

Permissions/Scopes Required

For our integration with Personio to work effectively, we ask you grant permissions to webhook subscriptions.

Required Stakeholders

To set up our Integration with Personio, you will need somebody with administrator level access to your Personio account. This person will also need administrator level access to your Learn Amp Live account for the period of time in which the Integration is being set up.

Set up Instructions

A user with administrator level access will be invited to connect to Personio using an OpenID connect flow. Once the account is connected, the integration will use this user's permissions to authenticate and make API calls to Personio. No API key is required.

Full instructions on how to set up the Personio integration can be found within your Learn Amp account. Please go to yourdomain.learnamp.com/en/integrations/people_hr

Does Kombo process our data?

Yes, Kombo is a sub-processor. However, they make every effort to minimally process data and are ISO 27001 and SOC 2 certified.

How secure is Kombo?

Kombo is highly secure and make every effort to handle data securely. They are compliant to ISO 27001, SOC 2 GDPR standards. They have strong encryption methods, regular backups and run regular PEN tests to ensure the system is secure.

They have various policies available on request (e.g. access control policy) Read more here.

What data scopes are asked for and why?

Various fields are fetched from the integration, with some enabled by default (mandatory for the integration to work) and others optional (enhanced functionality by enabling).

As we are in Beta, we will gather more data points than we currently need as we look to add more functionality associated to those scopes.

Type	Field in Personio	Maps to field in Learn Amp	Setup	Why?
Legal entities	id		Enabled
	remote_id		Enabled
	name		Enabled
	changed_at		Enabled
	remote_deleted_at		Enabled
	address		Optional
Employees	id		Enabled	A unique identifier for the user that can be used as a source of truth
	remote_id		Enabled	Used as an identifier to sync user data. It may not be unique but is useful contextually
	employee_number		Enabled	A unique number assigned to the user that can be used as a unique identifier
	first_name	first_name	Enabled	Sets a users first name
	last_name	last_name	Enabled	Sets a users last name
	nationality		Enabled
	display_full_name		Enabled	The users full name that can be fetched as a combination of first name and last name
	job_title	job_title	Enabled	Fetching the users job title which displays on their profile
	work_email	email	Enabled	Users work email (e.g. @companyname) that is used to identify them and can be then used to log in
	start_date	hire_date	Enabled	When the user starts. This can be used to set when they’re invited.
	termination_date	leave_date	Enabled	When the users end of employment is. This is used to deactivate a user on Learn Amp
	remote_created_at		Enabled	A machine readable string which shows the date-time when a user was created
	changed_at		Enabled	The date-time when a significant update was applied to a user
	remote_deleted_at		Enabled	The date-time when a users was deleted
	manager_id		Enabled	This field is used to identify the manager in order to set this on the user
	employment_type		Optional
	avatar	avatar	Optional	We’re exploring functionality to allow users avatars to be automatically pulled in from the HR system
	work_location_id	primary_location	Optional	We’re exploring functionality to allow location to be able to add a location and set it on the user, based on the work location
	legal_entity_id		Optional
	custom_fields		Optional
Absence types (Optional)	id		Enabled
	remote_id		Enabled
	changed_at		Enabled
	remote_deleted at		Enabled
	name		Optional
	unit		Optional
	half days supported		Optional
	exact_times_supported		Optional
Absences	id		Enabled
	remote_id		Enabled
	employee_id		Enabled
	change_at		Enabled
	remote_deleted_at		Enabled
	approver_id		Optional
	start_date		Optional
	end_date		Optional
	start_half_day		Optional
	end_half_day		Optional
	start_time		Optional
	end_time		Optional
	amount		Optional
	unit		Optional
	status		Optional
	employee_note		Optional
	type_id		Optional
Groups	id		Enabled
	name	primary_team	Enabled
	remote_id		Enabled
	changed_at		Enabled
	remote_deleted_at		Enabled
	type		Enabled
Work locations	id		Enabled
	remote_id		Enabled
	name		Enabled
	address		Enabled
	type		Enabled
	changed_at		Enabled
	remote_deleted_at		Enabled
Create and manage employees			Enabled
Manage absences			Optional

Other Frequently Asked Questions

I have updated a user's information in Personio but the changes have not been reflected in Learn Amp?

Providing you have all of the webhooks event subscriptions enabled as per the integration set up instructions, Personio should send the updated information over to Learn Amp. This will happen according to the webhook schedule you have configured in Personio upon integration setup.

Should the updated Information still not appear in Learn Amp, press the ‘Import all from Personio’ button on the Personio integration page within your Learn Amp account.

Should I update Personio Learn Amp if a user's information changes?

You should always create new users or update existing users information in Personio, not In Learn Amp. Newly created or updated user information in Personio will automatically be synced to Personio.

How does Learn Amp deactive users with Personio integration?

Learn Amp updates a user’s status by looking up the ‘status’ field in Personio. When a user’s status is changed to from ‘active’ to ‘inactive’, the user is deactivated in Learn Amp.

How often does Learn Amp sync with Personio?

You can configure the sync schedule in Learn Amp when adding the Webhook. Within ‘When should the data be sent?’ please select, how often you would like the notification to be sent.
For example, to send notification once a day at midnight, from Hour dropdown select 12 AM.

Can Personio sync users into secondary teams?

A user's primary team will be pulled in via the department's field of the Personio integration.

If you want a user to be part of any other team (i.e. a secondary, or tertiary team), then you will need to add users to these teams in Learn Amp.