36Training and certificates
Personio to 360Learning integration: learners, teams and managers from Personio, departures on the day itself
With an integration between Personio and 360Learning, every new employee in Personio becomes a learner in 360Learning, in their team's group and with their manager as manager. A termination in Personio immediately sets a deactivation date in 360Learning, so access stops after the last working day rather than at the next daily sync.
What the integration does
Organisations with Personio for HR and 360Learning for onboarding and product knowledge, where teams build their own courses, have new colleagues ready in time with the daily sync. Someone who leaves today can still get into 360Learning tomorrow morning, and after a team change it takes a day before the new onboarding path is visible.
- HR records a new employee in Personio, with team, manager and start date.
- An agreed number of days before the start date KoppelHet creates the learner in their team's group.
- As soon as the manager exists in 360Learning, the integration links them as manager.
- On a team change in Personio the learner moves to the new team's group straight away.
- On a termination KoppelHet sets the deactivation date to the day after the last working day.
What to watch for with Personio and 360Learning
- Personio reports a termination with its own event, including the last working day. 360Learning accepts a deactivation date in the future. KoppelHet sets that date as soon as HR records the termination, instead of waiting for the daily sync.
- Personio structures an organisation with departments and teams. In 360Learning a new user must be placed in a group with a role straight away. KoppelHet uses the team as the primary group, because teams in 360Learning often build and share their own courses.
- Linking a manager in 360Learning only works if that manager already exists as a user. If a new team lead and their team arrive in Personio at the same time, KoppelHet holds the manager link until the team lead has been created.
- Custom attributes in Personio are only readable if HR releases them per field for the integration. Extra fields in 360Learning are text or date. At the start we choose the few attributes learning paths are assigned on and only release those.
- Personio distinguishes internal and external employees. Freelancers only get a learner in 360Learning when agreed, in their own group without the internal onboarding.
- If a former employee returns in Personio with the same email address, 360Learning restores the old account on creation instead of making a new one. KoppelHet uses this, so earlier certificates stay with the same learner.
- Personio retries a notification for up to three days if it does not arrive. KoppelHet processes each notification only once and checks daily that nothing was missed, so a team change never reaches 360Learning twice or not at all.
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
Can earned certificates go back to Personio?
Not in the first version. It can be added later as an extension, for example as a document in the employee's file.
Does a new employee get an invitation straight away?
You decide. With single sign-on no invitation is sent; otherwise 360Learning sends it when the learner is created.
Do salary or leave go to 360Learning?
No. Only name, work email, job, team, manager and the released attributes for learning paths leave Personio.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio through the v2 API for persons and employments (status, type, position, org_units, supervisor, termination with last_working_day) and webhooks (employment.created, employment.updated, employment.terminated), signed with HMAC-SHA256 over timestamp and body.
- 360Learning through API v2 (header 360-api-version v2.0, client credentials token). Create a user with membership (groupId, role) and mail; for a deleted user with the same email address a restore follows with status 200. PATCH /api/v2/users/{userId} for job, primaryGroupId and toBeDeactivatedAt; managers through POST /api/v2/users/{userId}/managers/{managerId}; custom fields of type string or date.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in 360Learning | Notes |
|---|---|---|
person id | Koppeltabel met het 360Learning-gebruikers-ID | 360Learning has no field for an employee number |
email | mail | |
first_name, last_name | firstName, lastName | |
position.title | job | |
org_units (type team) | membership (groupId, role learner) en primaryGroupId | |
org_units (type department) | Extra groep of custom field (tekst) | Choice per customer |
supervisor | Manager van de gebruiker | |
termination.last_working_day | toBeDeactivatedAt |
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