Recruitment to HR
Jobvite to Personio integration: hires from the Jobvite file as employees in onboarding
With an integration between Jobvite and Personio, every new hire in Jobvite's new hire file becomes a person with employment in Personio, in onboarding status, with start date, job title, department, office and entity. Jobvite delivers hires as a fixed CSV file on an SFTP server, so KoppelHet collects the file, drops US fields and translates the rest to Personio.
What the integration does
Organisations that recruit in Jobvite and use Personio as their HR system copy hires over by hand. Someone has to collect Jobvite's new hire file and copy it into Personio line by line, including hours, department and the right entity.
- Jobvite places the new hire file on the SFTP server according to schedule.
- KoppelHet collects it and drops columns that do not go to Personio.
- For each new hire KoppelHet checks whether the email address already exists in Personio.
- Person and employment are created in Personio in onboarding status.
- Rehires, transfers and rejected lines go to HR as a notice.
What to watch for with Jobvite and Personio
- Jobvite's new hire file contains US fields such as race and veteran status. KoppelHet does not read those columns, so they do not end up in Personio or in the integration's logging.
- Personio has a gender field with fixed values, including diverse and unknown. The gender from Jobvite is meant for US reporting; KoppelHet only carries it over if the organisation wants that, and then translates it to Personio's values.
- Personio calculates the part-time factor from contract hours and full-time hours per week. Jobvite has no fixed field for that; we create a custom field for hours on the requisition, with the data feed enabled, and add the full-time hours per entity.
- Personio accepts an email address for one person only, and Jobvite also delivers rehires. A former employee with the same private address therefore does not get a second person; KoppelHet passes that line to HR.
- A department in Personio is an org unit with a type and an ID, not free text. Jobvite can import departments; if we load the departments from Personio there, the translation is one to one.
- Cost centres in Personio get a weighting that must add up to 100. The Jobvite file has no cost centre, so KoppelHet sets none by default; a cost centre per department can be added later as an extension.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
How quickly does a hire reach Personio?
One day after the hire with a daily file. For a start date weeks later that is well in time.
Does Personio run Dutch payroll?
No. Personio supplies data to a Dutch payroll; that is a separate integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Jobvite Standard CSV Flat File Integration - New Hire Export (New Hire, Rehire, Internal Transfer) with candidate, application, requisition and hiring manager fields and custom fields with Data Feed; CSV through SFTP at Jobvite, optionally PGP. Department Import according to the order form.
- Personio through POST /v2/persons (scope personio:persons:write; first_name and last_name required; email unique; gender with MALE, FEMALE, DIVERSE, UNKNOWN or UNDEFINED; employment with status ONBOARDING, employment_start_date, weekly_working_hours, full_time_weekly_working_hours, legal_entity, office, org_units with type and id, position.title and cost_centers weighted to 100; custom_attributes).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Jobvite | Field in Personio | Notes |
|---|---|---|
Sollicitatie-ID uit het bestand | Eigen attribuut in Personio | A line that returns is not processed again |
Voornaam en achternaam | first_name en last_name | |
E-mail | email | Unique in Personio |
Startdatum | employment_start_date | |
Functietitel van de requisition | position.title | |
Afdeling van de requisition | org_units (department) | Through a lookup table |
Locatie van de requisition | office en legal_entity | Through a lookup table |
Eigen veld met uren per week | weekly_working_hours | Only if the field is enabled for the data feed |
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