Our Personio integration automatically syncs your employee information from Personio to PayFit, significantly reducing the time spent entering employee changes.

By using our integration with Personio, you can:

💡 Save time.

💡 Remove manual double entry of data.

💡 Improve workflows and alignment between HR and finance teams.

💡Choose the data you'd like to be synced with PayFit

💡 Align your tech stack.

Once you've set up the integration to PayFit you can choose to sync any of the following fields from Personio.

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.

✅ New starter personal information: including gender, title, tax code, NI number, payroll number, and start date.

✅ Salary changes: backdated up to one month in the past. Please see the Mid-month salary changes note below.

✅ Contract details: job title, hours per week.

✅ Leaver information: date, reason.

✅ Annual and sick leaves (backdated up to one month in the past).

❌ Annual leave entitlement or occupational parental or sickness allowances.

❌ Employee bank details: Bank name, account number, sort code.

❌ Employment information: Tax code, payroll ID, salary change effective date, department, bonuses and commissions.

❌ Mid-month salary changes: The integration isn't able to sync the salary change effective date, therefore the salary effective date is assumed to be the day the salary is synced. In some cases, this may not be correct and we advise you to update the effective date on PayFit.

❌ Other types of leave (eg. parental/unpaid/jury service).

❌ Other payment types.

❌ Pushing payslips from PayFit to Personio.

There are five steps to setting up the integration between Personio and PayFit.

For PayFit to access information from Personio, we use API details. The API details are a UserID and secret that allows PayFit 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.

At this point, you need to note which employees you'd like to sync, so you can send this to us:

We recommend running a practice sync before syncing into your live account. This gives you a chance to review the information that will be synced from Personi into PayFit without affecting your live account. To do this;

1️⃣ Send our team a message via the Help Centre to say that you'd like to test the integration. Don't forget to include the settings you noted in Section three.

The testing process usually takes a couple of days. Our Customer Success team will get in touch if there are any issues related to your API token.

2️⃣ After the testing is complete, they'll direct you to the integration activity log, stored securely in your Company documents folder. This log shows the employee data that would sync from Personio, based on the settings provided. Please review this data to check it includes the data you expected.

3️⃣ Once you're happy with the data, you'll need to add those employee settings that you noted in Section three, into PayFit. To do this:

4️⃣ The integration is now live and your data will sync from Personio each night.

Once the integration is set up, the sync happens at night (outside of business hours) every 24 hours. Any information added to Personio will appear in PayFit the following day.

Within the integration page, you can access a log of the changes made through the integration, with information like the date of the change, the type of change as well as the original and new data available on your PayFit app.

To view the activity log:

You can also download the log for offline review.

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.

Within the integration page, you will have access to a log of the changes made through the integration, with information like the date of the change, the type of change, and the original and new data available on your PayFit app.

When you set up the integration between the two softwares, we will take the opportunity to check the parameters are set up correctly within the first 24 hours. This is to identify any potential issues that could occur, if our checks do not highlight any missing information we will make updates the following day. Therefore, the first time you set up the integration any new information added to Personio will appear in PayFit after 48 hours.

If employee information, that is included in the integration scope, is updated on PayFit only, the information will be replaced by what is present on your Personio software.

To ensure PayFit is updating the correct employees with Personio information, we will use the nine different data points and compare them between both software.

If there is a situation where we are not able to match the employee, the employee will be indicated as “Not complete” in the ‘matched employee details’ section. If an employee flags as ‘Not complete’ this will also prompt a required action to ensure that the employee's payroll will run smoothly. Information may need to be updated in Personio for PayFit to sync the data to the correct employee. More information regarding this can be found in our Employee Matching Status article.

When an employee is added to Personio, PayFit will take the information and import it directly into PayFit, reducing the time taken to onboard your new team members. However, not all employee information needed for payroll will be inputted into your HR software. Therefore, for every new starter, there will be some additional information to be added to the PayFit app, e.g. year to date information, to ensure your employee is paid correctly.

We're always working to improve our integrations so if you have any suggestions for further information to sync from Personio to PayFit, please let our team know via the Contact Us Form. Whilst we cannot promise any specific features due to data access limitations, it's great for us to know what would improve your internal processes even further.

Admins can now choose when new employees are added to PayFit after they are added to the HR software. The options are: as soon as the employee is added to the HR software (via the overnight sync) or if their start date is in the current month. You can adjust your choice at any time by going to the Integrations Hub > Settings.
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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.
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