Lease and mobility
Personio to Shuttel integration: new colleagues in Shuttel during onboarding already
With an integration between Personio and Shuttel, a new colleague of the Dutch company in Personio is in Shuttel during onboarding already, in the group of their scheme, so they can request a mobility card before their first working day. On the last working day from Personio they are deregistered in Shuttel, even if the contract end date falls later.
What the integration does
Employers that use Personio and give their Dutch colleagues a Shuttel card often only add new people to Shuttel after the first working day. They then pay for their travel themselves in the first week.
- HR records the new colleague in Personio under the Dutch company; Personio sets them to onboarding.
- Personio reports the change; KoppelHet fetches the released attributes and decides the Shuttel group.
- The colleague is in Shuttel with employee number, name, work email, group and supervisor, before the start date.
- On another office, department or scheme the colleague moves to the right group.
- On the last working day the colleague is deregistered in Shuttel.
What to watch for with Personio and Shuttel
- Personio puts a colleague with a start date in the future on the status onboarding. KoppelHet registers them in Shuttel at that point, so the card can be there on the first working day instead of a week later.
- Personio has a separate last working day next to the contract termination date. When someone is released from duty it falls earlier. KoppelHet deregisters on the last working day; if it is missing, on the termination date.
- A Personio account covering several countries records the company (subcompany) and office per colleague. Only colleagues of the Dutch company go to Shuttel; a colleague in Munich on a Dutch project stays out, unless HR records an exception.
- Personio distinguishes internal and external employees. Externals do not go to Shuttel by default, because the mobility scheme applies to own staff. If that is different for you, they get a group of their own.
- Personio only returns attributes through the API that HR has released per field. HR can create and release its own attribute for the mobility scheme; KoppelHet then puts the colleague in the Shuttel group with that name, without a lookup.
- A colleague on leave stays active in Personio, with the status leave. KoppelHet keeps them in Shuttel and only moves them to another group if you want that per type of leave.
- Personio does not run Dutch payroll, and Shuttel delivers the allowances to the payroll system. KoppelHet therefore uses the Dutch payroll employee number as the key in Shuttel, recorded as an attribute in Personio.
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 a new colleague really have the card before the first working day?
The registration is ready as soon as Personio sets the colleague to onboarding. How quickly the card is delivered after that is up to Shuttel.
Which data does KoppelHet see in Personio?
Only the attributes HR releases for this integration. Pay and home address are not among them.
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 and the Personio API (v1 Personnel Data and v2), with client credentials. Attributes include first_name, last_name, email, status (onboarding, active, leave, inactive), employment_type (internal, external), subcompany, office, department, supervisor, hire_date, termination_date and last_working_day; custom attributes must be released under Readable employee attributes.
- Shuttel publishes no public API documentation; the connection on the Shuttel side is agreed per customer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Shuttel | Notes |
|---|---|---|
Personeelsnummer van de Nederlandse payroll | Personeelsnummer | As a custom attribute; the Personio id as fallback |
first_name | Voornaam | |
last_name | Achternaam | |
email | E-mailadres | For the invitation to the app and Mijn Shuttel |
subcompany en office | Werkgever | Only the Dutch company is passed on |
Custom attribute mobiliteitsregeling, of department | Gebruikersgroep | |
supervisor | Leidinggevende | For the approval step in Shuttel |
hire_date en status onboarding | Aanmelden en startdatum | |
last_working_day | Afmelden | With termination_date as fallback |
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