Our Personio integration automatically syncs your employee information from Personio to PayFit, significantly reducing the time spent manually entering employee changes.
By using our integration with Personio, you can:
💡Save time.
💡Eliminate manual double entry of data.
💡Enhance workflows and alignment between HR and finance teams.
💡Choose the data you'd like to sync with PayFit
💡Align your tech stack.
Fields that can be synced
Once the integration is set up, you can sync the following fields from Personio to PayFit.
Note: Personio is the source of truth. Information is synced one way, from Personio to PayFit.
The integration can sync any of the following information that has been added, removed or changed:
✅ Personal information: name, gender, title, date of birth, address, email address and phone number.
Note: As Personio uses custom fields, PayFit relies on the custom field to use certain labels to identify the address or national insurance number. Please refer to the FAQ below for more details.
✅ Starter information: tax code, NI number, payroll number, and start date.
✅ Employee bank details: bank name, account name, account number and sort code.
✅ Salary changes: backdated up to one month.
Tip: As of July 2024, salary changes include the effective date.
✅ Contract details: job title, hours per week.
✅ Leaver information: date, reason.
✅ Leaves: annual, sick, unpaid and other paid leaves, backdated up to one month.
❌ Employment information: Tax code, payroll ID and department.
❌ Annual leave entitlement, occupational parental or sickness allowances.
❌ Other types of leave: parental, jury service, etc.
❌ Other payment types such as bonuses and comissions.
❌ Pushing payslips from PayFit to Personio.
Setting up the integration
There are five steps to setting up the integration between Personio and PayFit.
Generate your API details from Personio.
Enter your API details into PayFit.
Choose which employees to sync.
Choose when starters are added to PayFit.
Choose which fields to sync.
Section one: Generate your API details from Personio
PayFit requires API details (UserID and secret) to access the relevant employee information from Personio. For further information about how to create your API details in Personio, please refer to this Personio support documentation.
Section two: Enter your API details in PayFit
From the left, choose Integration Hub.
Next to Personio, click Activate.
Tick the box to certify that you're authorised by your company to activate the integration, then click Grant access.
Click Actions, then Configure.
Under the Authentication section, click Edit API key.
Read and accept the security statement.
Enter your client ID and client secret from Personio.
Click Save.
Section three: Choose which employees to sync
You now need to choose which employees from Personio that you'd like to sync:
Under the Employee filtering section, click Edit employee filtering settings.
If you want to sync all employees that exist on Personio, select Yes, click Save, then continue to Section four.
Otherwise, select No.Choose how you'd like to filter your employees, you can choose to filter by Department, Employment status, Employment type, or Office.
For example, sync all part-time or permanent contract types in the London, Manchester and Newcastle sites.
At this point, the integration needs to run overnight, to create a connection between your PayFit and Personio accounts. Once connected, PayFit can see which Departments, Employment statuses, Employment types and Offices you have set up in your Personio account. On the following day, return to the same page, where you can select which specific groups you'd like to sync.
Click Save.
Section four: Choose when starters are added to PayFit
If you choose to sync starters from Personio to PayFit, you can choose when to add them, and add an internal cut-off date for whether a starter should appear in this month, or next month's payroll.
When to add starters
Under the Starters and cut-off date section, click Edit starters sync settings.
Next to Do you want to automatically create PayFit starters' profile?, select No if you'd prefer to add starters manually, then click Save and proceed to Section five: Choose which data fields to sync.
Otherwise, choose Yes if you'd prefer starters to sync automatically from Personio.Then choose whether you'd prefer all starters whose information is complete to be synced to PayFit, or only employees whose contract date starts this month.
Add an internal cut-off date
In PayFit, you can now select a date where employees that start after this date won't be synced in the current payroll month. Instead, they'll sync in the following month.
For example, if you have an internal cut-off date of 15th, if an employee has a contract start date of 16th, they shouldn't be included in this month's payroll, so you add a cut-off date of 15th.
To do this:
Under the Cut-off date section, select Yes.
From the drop-down, select the cut-off date.
This is the last date that an employee can start with your company to be included on this month's payroll.Click Save.
Section five: Choose which data fields to sync
Now to choose which fields from Personio should sync into PayFit. To do this:
Under the Employee information section, click Edit information sync settings.
Tick the fields you'd like to sync from Personio, then click Save.
The integration is now live, and your data will sync from Personio each night.
FAQs
How often will my HR data sync to PayFit?
The sync happens nightly (outside of business hours), so Personio data is updated in PayFit by the following day.
How to track changes made by the integration
Changes that impact your current month's payroll are shown in the Monthly changes section of PayFit. To check those changes, from the left, choose Run my payroll, then Monthly changes, then select the relevant section, for example, Starter.
Tip: If there's a problem with the permissions set in your HR software, a warning appears at the top.
Otherwise, to download a full log of the changes, you can use the activity log:
Click Integrations Hub on the left, then the Activated integrations tab.
Click Personio.
Click Actions, then Configure.
Finally, click Activity Log.
You can also download the log for offline review.
How can I ensure I'm using the correct custom field names in Personio?
To successfully sync information between Personio and PayFit, it's crucial to use the correct custom field names. PayFit relies on specific field names to match employee information, such as their address and national insurance number. Please refer to the table below when naming these fields. Remember that the names are case-sensitive.
Field name in PayFit | Field name in Personio |
National Insurance number | Nino National Insurance Number |
Address line 1 | Address line 1 Street and house number Address 1st line of address Home address line 1 Address, street |
Address line 2 | Address line 2 2nd line of address Home address line 2 Address, number |
City | City |
Postcode | Postcode |
What happens if I update my employee information on PayFit but not on Personio?
Any changes in PayFit will be overwritten by Personio data during the next sync.
How do we match employees between PayFit and Personio?
To ensure PayFit updates the correct employees with Personio information, we use nine different data points and compare them between both software.
To check which employees are matched:
From the left, choose Run my payroll, then Monthly changes.
Under the My Personio integration section, click Employee match.
If we're not able to match the employee, the employee's status is Not complete.
A required action also appears to warn you that without the missing information, your payroll won't run. For more information about this, please refer to our Help Centre article.
What additional employee information will I need to add for new starters?
There are some fields necessary to pay an employee that don't exist in Personio. You'll need these manually to PayFit. They include; starter checklist, tax code, or HMRC ID information.
Can more features be added to the Personio x PayFit integration?
We're always working to improve our integrations, so if you have any suggestions, please submit them via the Contact Us Form.
Can I enter a salary dated in the future in Personio?
PayFit pulls the current salary from Personio and ignores any future-dated salaries until the new salary becomes the current salary. Therefore, if you enter a salary dated in the future, it won't pull through to PayFit until the day that it comes into effect.