HaHR to ITSM
Personio to HaloITSM integration: new colleagues in Halo during onboarding, with a ticket
With an integration between Personio and HaloITSM, a new employee reaches Halo as soon as they get the onboarding status in Personio, on the site of their Personio office and with an onboarding ticket for laptop and accounts. When an end date is set, including after a probation period that is not extended, an offboarding ticket follows and then an inactive user.
What the integration does
Organisations that run HR in Personio and IT in HaloITSM often only hear that someone is starting through a separate message from the recruiter, while onboarding in Personio has been running for weeks. Externals then sometimes get a laptop they do not need.
- HR creates the new colleague in Personio, who gets the onboarding status.
- KoppelHet creates the user in Halo, on the site of the Personio office, with job and department.
- An onboarding ticket is created of the ticket type that belongs to an internal employee or an external, with start date and manager.
- When someone changes office or department, KoppelHet updates the user.
- When an end date is set, an offboarding ticket is created. After the last working day the user becomes inactive.
What to watch for with Personio and HaloITSM
- Personio gives a new colleague a separate status for onboarding, weeks before the start date. KoppelHet creates the Halo user and the ticket in that phase, so IT orders the laptop on time.
- Personio distinguishes internal employees and externals. An external gets a different ticket type in Halo, for example accounts only, so no laptop is ordered for someone who brings their own device.
- Each office in Personio belongs to a site in Halo. The service desk of an office therefore only sees its own new colleagues, and a move to another office moves the user to that site.
- The integration only sees attributes in Personio that are whitelisted under Readable employee attributes. If HR records in a custom attribute which hardware someone gets, that attribute must be enabled there before it can appear in the Halo ticket.
- If a probation period in Personio is not extended, the contract gets an end date. Then too an offboarding ticket is created in Halo, just as with a normal departure.
- Not every change in Personio sends a notification straight away. Halo limits the number of calls per five minutes, so the nightly comparison only requests users that really differ in Personio.
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
Can the new colleague use the Halo portal before the start date?
You decide that in Halo. The integration creates the user; whether they can already sign in depends on the portal settings and on when the work account exists.
What if someone has several contracts in Personio?
Then the most recent contract counts for start date, end date and type. An extension does not produce an offboarding ticket.
Does salary data go to Halo?
No. KoppelHet only reads the attributes the service desk needs, and you do not whitelist salary attributes in Personio for this integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio is read through webhooks (Person.created, Person.updated, Employment.updated) and the Personio API v2 (persons and employments), read-only. Fields include position.title, org_units, office, supervisor, employment_start_date, employment_end_date, status ONBOARDING and type INTERNAL or EXTERNAL.
- Halo is written through the Halo REST API with an API application (client credentials). POST /Users with site_id, department, title and customfields; inactive on departure. POST /Tickets with tickettype_id, user_id, site_id, summary, details and customfields. Rate limit 700 calls per 300 seconds per tenant, above that HTTP 429.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in HaloITSM | Notes |
|---|---|---|
Personio-id van de persoon | Eigen veld personeelsnummer (customfields) | Key to find the Halo user again |
Voornaam en achternaam | firstname en surname | |
Zakelijk e-mailadres | emailaddress | |
position.title | title | |
org_units (afdeling) | department | |
office | site_id | Through a table from office to site |
Type INTERNAL of EXTERNAL | tickettype_id van het onboardingticket | |
employment_start_date en supervisor | Onboardingticket: user_id, summary, details | |
Eigen attribuut voor hardware | customfields van het onboardingticket | |
employment_end_date | Offboardingticket, daarna inactive = true |
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