X4HR to ITSM
Personio to Xurrent integration: people per legal entity and requests for joiners and leavers
With an integration between Personio and Xurrent, every employee from Personio is a person in Xurrent, under the business unit of their legal entity, with department, office and manager, and KoppelHet creates a request for that office's team when someone joins or is terminated in Personio. A leaver is only disabled once the offboarding request is completed.
What the integration does
Organisations that use Personio across several legal entities and have Xurrent as service desk often see one flat list of people without entity in Xurrent. Reporting and service agreements per country then do not add up, and onboarding requests land with the wrong team.
- Personio reports a new person or a changed employment; KoppelHet fetches the newest employment.
- KoppelHet first creates new entities, departments and offices in Xurrent, then the person.
- Within the onboarding lead time KoppelHet creates the onboarding request, submitted by the supervisor.
- A termination produces an offboarding request with the last working day as desired date.
- Once the offboarding request is completed, KoppelHet disables the person.
What to watch for with Personio and Xurrent (4me)
- Every employment in Personio belongs to a legal entity. KoppelHet creates a business unit in Xurrent per entity with the region of that country, and puts the departments under it. Those departments take over the region automatically, so service agreements per country are correct.
- Xurrent uses the primary email address as unique key and login name. KoppelHet records the Personio ID as source key and looks the person up on it, so a new work address after a name change updates the existing person.
- Personio puts a new colleague on the onboarding status as soon as the contract is ready. KoppelHet already creates the person in Xurrent then, and the request only within the lead time, with the start date as desired date.
- A request in Xurrent asks who submits it and who it is for. KoppelHet sets the supervisor from Personio as requester and the new employee as recipient, so questions about the request reach the manager.
- A person who is disabled in Xurrent may no longer be related to records. KoppelHet therefore only disables a leaver after the offboarding request is completed, and not already on the last working day.
- Personio has internal and external employees. For externals KoppelHet picks a different request template, so the team knows no laptop is needed but accounts are.
- An office in Personio becomes a site in Xurrent, with a time zone. A request for a colleague at an office in another time zone thus gets the right day as desired date, and the team at that office gets the request.
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
Does Xurrent have a Personio integration?
We found none. KoppelHet builds on the APIs of Personio and Xurrent.
What if a new employee has no work address yet?
Xurrent requires an email address to create a person. KoppelHet then waits until the work address is in Personio and reports it when the start date comes within the lead time without an address.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio through webhooks (Person.created, Person.updated, Employment.created, Employment.updated) and the Personio API v2 (persons and employments, most recent first; legal_entity.id, org_units, office.id, supervisor.id, type, status, employment_start_date, termination.last_working_day), with a nightly comparison because not every change sends a webhook.
- Xurrent through the REST API: /organizations (parent, business_unit, region; region only on a business unit, child organisations inherit it), /sites, /people (primary_email, organization, site, manager, disabled, source and sourceID). Requests through POST /requests with category, subject, requested_by, requested_for, team, template and desired_completion_at.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Xurrent (4me) | Notes |
|---|---|---|
person.id | sourceID (source personio) | Fixed key; primary_email can change |
Werk-e-mailadres | primary_email | |
Voornaam en achternaam | name | |
position.title | job_title | |
legal_entity.id | Organisatie met business_unit en region | |
org_units (type department) | organization, met de entiteit als parent | |
office.id | site en time_zone | |
supervisor.id | manager en requested_by | |
employment_start_date | desired_completion_at van het onboardingrequest | |
termination.last_working_day | desired_completion_at van het offboardingrequest |
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