Recruitment to HR
Teamtailor to Personio integration: hired candidates with contract in Personio
With an integration between Teamtailor and Personio, every hired candidate from Teamtailor becomes a new employee in Personio, at the right legal entity and department, with start date, hours, probation and salary from the offer. KoppelHet also sets the collective agreement hours right, puts a returning former employee to HR first and processes a moved start date until the first working day.
What the integration does
Anyone recruiting in Teamtailor with Personio as HR system retypes salary, department and probation of every hire into Personio. A returning former employee causes an error because their email address already exists in Personio.
- The recruiter moves the candidate to the hired stage in Teamtailor.
- KoppelHet retrieves candidate, job and offer and determines the legal entity and department.
- KoppelHet checks whether the person already exists in Personio; if so, it puts the case to HR.
- KoppelHet creates person and employment in onboarding status, with salary and documents.
- If the start date moves before the start, KoppelHet updates it in Personio.
What to watch for with Teamtailor and Personio
- With several legal entities in Personio, every hire must reach the right one. KoppelHet derives the entity from a fixed table per job, so no hire lands at the wrong entity.
- An email address may belong to only one person in Personio. If a former colleague returns through Teamtailor with the same address, KoppelHet first looks up the existing person and asks HR what to do; without that step the hire fails without anyone noticing.
- Besides weekly hours Personio also asks for full-time hours. For a Dutch collective agreement with a 36-hour week, KoppelHet sets the full-time value per entity, so the part-time factor is right.
- Fixed salaries and hourly wages can go into Personio through the API, bonuses cannot. A signing bonus from the offer therefore becomes a task for HR rather than a silent entry.
- KoppelHet uses its own Personio credentials with only the rights to create persons, employments and, if salary comes along, compensations.
- Personio accepts probation as a length or as an end date, but only one of them should be set. KoppelHet sends only the end date from the custom field in Teamtailor, so Personio never holds two probation values side by side.
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
In which status does the new employee arrive in Personio?
In onboarding. The employee is there, but does not count as active until the start date.
What about audit logging, GDPR and our integration platform?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only hired candidates go to Personio, and every action is in the audit logging. An existing integration platform is left alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Teamtailor through the webhook job_application.update to a stage of the hired type and the Teamtailor API (job-applications, candidates, jobs, job-offers and the onboarding add-on with start-date).
- Personio is written through the Personio API v2, which creates person and employment in one call (onboarding status), with first_name, last_name, email (unique), weekly_working_hours, full_time_weekly_working_hours, position.title, org_units, legal_entity and probation_end_date; salary through the compensation API (fixed and hourly, no bonus).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Personio | Notes |
|---|---|---|
first-name en last-name | first_name en last_name | |
email | email | Unique in Personio |
Custom job field of aanbod | legal_entity (subcompany) | |
department van de vacature | org_units (afdeling) | |
title van de vacature | position.title | |
start-date | Startdatum dienstverband | |
Uren per week (custom field) | weekly_working_hours | |
Fulltime uren per entiteit | full_time_weekly_working_hours | |
Einde proeftijd (custom field) | probation_end_date | |
Salaris uit het aanbod | Compensation (vast of uurloon) |
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