ShLeave, absence and time
Personio to Shiftbase integration: employees and contracts per cost centre from Personio in scheduling
With an integration between Personio and Shiftbase, employees and their contracts from Personio reach Shiftbase right after every change. KoppelHet creates a contract per cost centre, so an employee split over several cost centres in Personio appears in every team in scheduling.
What the integration does
Organisations that run HR in Personio and schedule in Shiftbase sometimes split an employment in Personio over several cost centres. In scheduling that employee then has to appear in several teams.
- KoppelHet gets API credentials in Personio and a token for the Shiftbase Public API.
- HR records an employment in Personio or splits it over cost centres.
- Personio sends a notification and KoppelHet fetches the employment.
- KoppelHet creates or changes a contract per cost centre in Shiftbase.
What to watch for with Personio and Shiftbase
- Personio can split an employment over several cost centres, each with a weight. KoppelHet creates a contract per cost centre in Shiftbase, so the employee can be scheduled in every team.
- Personio sends a separate notification when the split over cost centres changes (employment.updated.cost-centers). KoppelHet then adjusts the contracts in Shiftbase right away.
- A notification from Personio contains only IDs. After each notification KoppelHet fetches the full employment through the Personio API v2.
- Personio signs notifications with HMAC-SHA256 and expects an acknowledgement within 3 seconds. KoppelHet checks the signature, acknowledges right away and processes the notification afterwards.
- A contract change HR makes in Personio during the day is in Shiftbase right away. Anyone planning today for tomorrow therefore plans with the current contract hours.
- Personio records hours per week, while a Shiftbase contract has contract hours per day. For an employment split over two cost centres KoppelHet calculates per contract the weekly hours times the weight of that cost centre, and divides it by the number of working days we record per office.
- If you change a contract in Shiftbase, Shiftbase recalculates every result within its term, including past ones. Personio returns the employment as it is now. KoppelHet therefore does not edit a running contract, but ends it on the day before the change and starts a new contract.
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
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Personio through webhooks (employment.created, employment.updated, employment.updated.cost-centers; IDs only, HMAC-SHA256, acknowledge within 3 seconds) and the Personio API v2 (employments with weekly_working_hours, office, legal_entity and cost_centers with weight), and writes to Shiftbase through the Shiftbase API with a token for the Public API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Shiftbase | Notes |
|---|---|---|
Personio-persoon | Shiftbase-medewerker | |
cost_centers (met weight) | Contract per kostenplaats | |
weekly_working_hours | Contracturen per dag | Weekly hours times the cost centre weight, divided by the working days |
position.title | Functie in het contract | |
employment_start_date | Contract vanaf | |
employment_end_date | Contract tot | Empty for a permanent contract |
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