Lease and mobility
Personio to NS Business integration: employees from Personio in NS Go automatically, per subcompany and cost centre
With an integration between Personio and NS Business (NS Go), the Dutch employees from Personio appear in NS Go automatically, from the onboarding status onwards, with home address, workplace, cost centre and the legal entity of their subcompany. On the last working day from Personio NS Go ends the employment, even if the contractual end date is later.
What the integration does
Organisations that use Personio as their HR system and let Dutch colleagues travel with NS Go enter new people twice. Personio knows weeks in advance who starts and who stops; in NS Go that only happens when HR remembers, so cards arrive late or keep working too long.
- HR records a new employee in Personio at a Dutch subcompany; while the start date is in the future, the status is onboarding.
- Every day KoppelHet only requests the employees for whom one of the NS fields has changed.
- The employee is included in the delivery to NS Go, with home address, workplace, cost centre and legal entity.
- A move or different workplace in Personio takes effect in NS Go the next day.
- When HR fills in the last working day, NS Go receives it as the end date of the employment.
What to watch for with Personio and NS Business
- Personio has no standard field for the home address; organisations record street, postcode and city in custom attributes with their own ID. KoppelHet records per customer at the start which attributes make up the home address, because NS Go needs the home address for the commute.
- An employee's workplace comes from the Personio API as an ID with a name, without an address. KoppelHet keeps the office address per Dutch workplace in a table, so a move to another workplace lands in NS Go as a new office address.
- In Personio an employee can be split across several cost centres, each with a percentage. NS Go expects one cost centre per employee. KoppelHet sends the cost centre with the highest percentage, or another rule finance chooses up front.
- Personio stores a separate last working day next to the contract end date. If it falls earlier, for example when leave is taken at the end, KoppelHet uses the last working day as the end date in NS Go, so no more commuting trips are charged after it.
- A new employee with a future start date has the status onboarding in Personio. KoppelHet already sends that employee to NS Go, because an NS-Business Card can take up to ten working days to arrive.
- The Personio API can filter changes since a point in time on a list of attributes. KoppelHet only asks for name, email, address, workplace, subcompany, cost centre and dates, so a changed leave balance or salary does not trigger a delivery to NS Go.
- Personio distinguishes between internal and external employees. By default KoppelHet does not take externals to NS Go, unless your policy also applies to them; that choice is recorded per customer.
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 the home address in Personio is empty?
Then the employee goes on a list for HR instead of reaching NS Go without an address. Without a home address NS Go cannot determine the commute.
Do travel costs go back to Personio?
Not in this integration. Costs per pay code belong with payroll processing; that flow can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio Personnel Data API (v1) - GET /company/employees with updated_since and attributes[] as selection filter. Attributes include status (onboarding, active, leave, inactive), employment_type, subcompany, office, cost_centers with percentage, hire_date, termination_date and last_working_day; the home address in dynamic_ attributes. Which attributes are readable is set by the customer on the API credentials.
- According to NS, NS Go supports a daily import of a data file or a direct API connection for joiners, leavers, role and address. Format and fields are agreed per customer with NS.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in NS Business | Notes |
|---|---|---|
id | Personeelsnummer | Or a custom employee number field, per customer |
first_name en last_name | Voornaam en achternaam | |
email | E-mailadres | |
dynamic_ adresvelden | Thuisadres | Personio has no standard home address; field IDs per customer |
office | Kantooradres | Through a table from workplace to address |
subcompany | Juridische entiteit | Through a table from subcompany to Chamber of Commerce number |
cost_centers | Kostenplaats | With a split, the cost centre with the highest percentage |
hire_date en last_working_day | Start- en einddatum dienstverband |
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