Integrate Personio with TravelPerk

• You need a Pro or Premium account to use this feature

Personio is the modern all-in-one HR solution made for SMEs. It is used for employee onboarding, time tracking & absence management, HR data management, admin tasks automation, and reporting.

The Personio integration

The Personio integration makes it easy for you to import your whole employee directory into the TravelPerk platform and manage user accounts, including:

• User provisioning - onboarding and offboarding - from your employee directory
• Auto-filling employee profile information on TravelPerk
• Manual triggers to sync new employees and archive those who left
• Fully automated sync between Personio and TravelPerk
• Automated account setup, such as adding Cost Centers and Approval processes

Important information

• If the user who enabled the integration is no longer active, the sync will fail, and you'll need to re-enable the integration with a new Admin.
  
• To automatically match employees to the correct Company in TravelPerk using the Personio integration, see Company matching & filtering with TravelPerk and the Personio Integration
• To disable the Personio integration, follow the instructions on Manage integrations.
• If you have any questions or need assistance with setting up the integration, contact your Account Manager. 

Enable the Personio integration

You need to be an Admin on TravelPerk and Admin on Personio to enable the integration following these steps:

1. Generating your Personio Client ID and Client Secret

1. Sign in to your Personio account and in the menu on the left click Marketplace
   
   
   
   
2. Search for TravelPerk and click the TravelPerk tile
   
   
   
   
3. Click Connect
   
   
   
   
4. Click Generate New Credential
   
   
   
   
5. Click Manage Credentials
   
   
   
   
6. Find the TravelPerk Integration in the list and click it
   
   
   
   
7. In the pop-up, make sure that Read access for the Employee section is selected. The following 13 attributes will be selected in the Readable employee attributes.
   
   These are the mandatory attributes with 2 optional attributes:
   • Email
   • First name
   • Last name
   • Hire date
   • Termination date
   • Office
   • Status
   • Last modified
   • Gender - to reduce booking friction
   • Team - to filter employees
   • Supervisor  - required if automating approvals
   • Cost Center  - required if Cost Center sync is needed
     
     
   • Optional and not automatically selected - Subcompany - required if companies matching needed
   • Optional and not automatically selected - Birthday - required if Date of Birth needed
     
     
   
   
   
8. Click Save and a pop-up saying Credential Updated will be displayed
9. Take note of the Client ID and Client Secret and save it in a secure place as you will require it for the next section
   
   
   

2. Setting up the integration between Personio and TravelPerk

1. Go to Account Settings and select Integrations
2. Find the Personio integration and click Set up
   
3. Click Enable
4. On the pop-up, click Continue
5. Enter the Client ID and Client Secret from the previous section and click Submit
   
   
   
   
6. On the Sync fields between Travelperk Sandbox and Personio pop-up:
   
   • If you have multiple Companies set up on TravelPerk, select Map Fields
     If you have one Company on TravelPerk, select Skip for now

   

3. Configure the Personio integration

After you connect the integration, you will be taken to the page to configure the Personio integration within TravelPerk.

The filters will only be available if you have data on Personio that can be correctly mapped to TravelPerk. Otherwise, this filter will not appear in the dropdown list and that is expected.

1. Decide if you want to sync All employees or Selected employees - you can filter Selected employees by Cost Centre, Company or Employment Type
   
   
   
   
2. Decide if you want to sync full employee data or select employee details
   
   - Full employee data - all mandatory and optional data will be synced.
   
   - Select employee details - you can select Sex, Date of Birth, Contact number and Line Manager.
   
   - For Line Manager approvals to work correctly, you must select Line Manager and follow the instructions in section 5 at the bottom of this article - Set up Line Manager approvals. 
   
   
3. Decide if you want to use Companies Matching - you have the option to automatically assign all Companies or selected Companies. The Company must already be set up in TravelPerk using the exact entity name that is in Personio.
   
   
   
   
4. Decide if you want to enable the Cost Center sync - if Cost Centers don’t exist when syncing, they will be created automatically, and users will be assigned to their specific cost center as reflected in Personio. If Cost Center data is populated in a custom field in Personio, this will not be synced.
   
   
5. To set up automated approvals:
   
   - If your account was created before the 1st of July 2024, follow the instructions on Set up automated approvals for your HR integration.
   
   - If your account was created after the 1st of July 2024, follow the instructions in section 5 at the bottom of this article - Set up Line Manager approvals.
   
   
6. Click Save & Sync and the settings will be applied. The first synchronization will happen automatically.
   
   

4. Manual sync and turning on Auto Sync

On the Personio Integration Settings page, you can choose to Run Manual Sync, which will import the latest data. 

Once you are happy with how the manual syncs work, click Turn on Auto sync to enable daily automatic syncs from Personio.

If there were any errors during the sync, you can download the XLS log to receive more details. For more information, see Understanding the Integration Sync Log. 

Synced employees are indicated with the Sync icon on the People page:

5. Set up line manager approvals

If you want to set up automated approvals that send approval requests directly to a traveler's manager, you need to create an approval process following these steps:

1. Go to Account Settings
2. Under Travel Management, click Approval processes
3. Click New approval process
4. Under Who should approver their trips?, click the select approver field next to Request approval from and choose Line manager
   
   
   
   
5. Click Create approval process

If a traveler has an approval process assigned, it will always take priority over default approval processes for all travelers.

If the traveler doesn't have a Line Manager assigned the approval request will be sent to the company Admin.