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Personio to Simplicate integration: employees from Personio in Simplicate, with contract hours and end date
With an integration between Personio and Simplicate, every new employee from Personio appears in Simplicate during onboarding, with manager, team and a timetable based on the contract hours. A temporary contract gives the Simplicate timetable an end date straight away, and on departure the administrator is prompted to block the user.
What the integration does
Organisations with Personio for HR and Simplicate for hours, planning and invoicing keep contracts separately in both systems. If a temporary contract is not extended, the person stays in Simplicate with an open schedule for months, and an extension only arrives when someone remembers it.
- HR creates the new employee in Personio; the status is onboarding until the start date.
- KoppelHet prepares the person and employee in Simplicate, with manager and team.
- The timetable starts on the start date and ends on the contract end date, if there is one.
- The Simplicate administrator invites the colleague as a user.
- On an extension the timetable end moves; on departure KoppelHet asks the administrator to block the user.
What to watch for with Personio and Simplicate
- Personio gives per contract the hours per week and the number of hours that counts as full time there, but no hours per day. KoppelHet spreads the weekly hours over the working days by your rule; the office manager then sets in Simplicate who is off on Wednesday.
- A temporary contract has an end date in Personio. KoppelHet sets it straight away as the end of the Simplicate timetable. If the contract is extended, the end date moves along; if not, the colleague drops out of the hours calendar after the last day by itself.
- A new employee has the onboarding status in Personio until the start date. During that period they are already in Simplicate, so a project lead can schedule them, but their timetable only starts on the first working day.
- Personio distinguishes own employees from externals. Every Simplicate user costs a licence, so externals only come along if you agree that per person or per department.
- Someone can have several consecutive contracts in Personio, for example from intern to permanent staff. In Simplicate that stays one employee; KoppelHet uses the most recent contract for the timetable.
- Not every change in Personio sends a notification. Next to the direct notifications KoppelHet therefore periodically compares Personio with Simplicate, so a changed manager or department also arrives.
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 absence from Personio also go to Simplicate?
That can be added later as an extension. We start with employees, timetables and end dates.
Does the new colleague also become a Simplicate user?
The integration prepares the employee; the administrator sends the invitation and picks the user group. Simplicate's public API has no users, and the licence starts at the invitation.
What if we have several legal entities in Personio?
You then choose which entities belong in Simplicate. The integration skips employees of the other entities.
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 (employments of a person, including weekly_working_hours, full_time_weekly_working_hours, supervisor, org_units, type, status, employment_start_date, contract_end_date and employment_end_date). The credential only has read access to persons and employments.
- Simplicate is written through REST API v2 (Authentication-Key and Authentication-Secret headers). First /api/v2/crm/person, then /api/v2/hrm/employee with person_id, supervisor, status and custom_fields, and /api/v2/hrm/timetable with even_week, start_date and end_date.
- In Simplicate API v2 teams are read-only and there is no endpoint for users. Simplicate promises at least 60 requests per minute; above that HTTP 429.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Simplicate | Notes |
|---|---|---|
person.id | Eigen veld bij de medewerker (custom_fields) | Fixed key between both systems |
Voornaam, achternaam | first_name, family_name_prefix, family_name (persoon) | |
E-mail | email (persoon) en werkadres | |
supervisor | supervisor (medewerker) | Through the supervisor's Simplicate employee |
org_units (afdeling) | teams (persoon) | Through a lookup to existing Simplicate teams |
weekly_working_hours | even_week day_1 … day_7 (rooster) | Spread over the working days by an agreed rule |
employment_start_date | start_date (rooster) | |
contract_end_date of employment_end_date | end_date (rooster) | |
type (INTERNAL, EXTERNAL) | Wel of niet naar Simplicate |
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