HR to ITSM
Personio to EasyVista integration: employees and department tree from Personio, requests for joiners and leavers
With an integration between Personio and EasyVista, every employee from Personio is an employee in EV Service Manager, with a department path that follows the org units from Personio, and KoppelHet puts a request from the catalog in place for every new or terminated employment. External staff get their own marker in EasyVista, so IT can handle them separately.
What the integration does
Organisations that use Personio for HR and EasyVista for IT service management often maintain the department tree in EasyVista separately from the org units in Personio. After a reorganisation the departments in EasyVista no longer match, and onboarding requests are submitted for colleagues who do not yet exist as employees.
- Personio reports a new or changed person or an employment; KoppelHet reads the most recent employment.
- KoppelHet builds the department path from the org units and creates a missing department.
- The employee is looked up by identification and created or updated.
- Within the onboarding lead time a request from the catalog follows with the new colleague as beneficiary.
- A termination produces an offboarding request for the last working day.
What to watch for with Personio and EasyVista
- Personio returns org units with a type, and EasyVista describes a department as a path from top to bottom. KoppelHet puts the units in Personio order one after another, so the tree in EasyVista changes along with a reorganisation in HR.
- Creating departments through the API is possible in EasyVista from version 2025.2. On an older version KoppelHet puts a new Personio unit on a worklist for IT, and the employee waits for that department.
- An employment in Personio is INTERNAL or EXTERNAL. EasyVista allows custom fields with prefix e_ on an employee; KoppelHet stores the type there, so a catalog rule for external staff can offer a different package.
- Personio sets a new employee to status ONBOARDING before the contract starts. KoppelHet then already creates the employee in EasyVista, because a request without an existing beneficiary is refused with an error in EasyVista.
- Every call to EasyVista costs a licence, and not every change in Personio sends a webhook. The nightly comparison therefore requests only the fields the integration uses, and only writes when there is a difference.
- Personio has an end date and a last working day per termination. The offboarding request names the last working day as the moment to collect equipment; KoppelHet gives the request an external reference per employment, so a corrected date does not produce a second request.
This integration is also part of joiner, mover, leaver.
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
What if we want the department tree in EasyVista to differ from Personio?
Then the integration uses a lookup table from Personio unit to existing department path, and does not create departments itself.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio through webhooks (Person.created, Person.updated, Employment.created, Employment.updated) and the Personio API v2 (GET /v2/persons/{id}/employments, most recent first; org_units with type, office, position.title, type INTERNAL or EXTERNAL, status ONBOARDING, termination with termination_date and last_working_day). Read access only.
- EasyVista through https://{server}/api/v1/{account}/ with an access token. GET /employees?search=identification:..., POST /employees (one employee in an employees array, 201 with HREF), PUT /employees/{employee_id}, custom fields e_; GET and POST /departments (creation from 2025.2, department_path mandatory). Requests through POST /requests with catalog_guid, title, description, recipient_identification, requestor_mail and external_reference.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in EasyVista | Notes |
|---|---|---|
Person-ID | identification | |
last_name en first_name | last_name (Achternaam, Voornaam) | |
email | e_mail | |
org_units | department_path | |
Startdatum dienstverband | begin_of_contract | |
type INTERNAL of EXTERNAL | Eigen veld met prefix e_ | |
termination.last_working_day | Omschrijving van het offboardingverzoek |
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