What can I learn from this page?
How to sync HRIS data from Personio
Who is this guide for?
Culture Amp can import all your employee data directly from Personio. The set-up process is straightforward and can usually be completed in around 10 mins without technical support. You can set up your integration to sync data manually (as triggered by an admin user) or automatically on a daily basis.
Step 1: Generate a new credential
To connect Personio with Culture Amp, you’ll first need to navigate to your Settings > Data Integrations page in the Culture Amp platform
Here, you will find the instructions to generate a new API credential in Personio.
These are managed in Personio under 'Settings' > 'API credentials'. You must have API access rights to view this page. If you do not have access rights, reach out to your Personio administrator for assistance.
Step 2: Select your Attributes
At a minimum, for every employee you want to update, you must include:
Employee email (Email) OR Employee ID. You can include both pieces of information if you have this available.
Below are some additional demographic columns that are commonly included in employee data files:
Preferred Name (This will be used in survey communications)
Date of Birth
You can also include any other demographics you wish to report on.
We highly recommend adding ‘Supervisor’ attribute in order to create your hierarchy in Culture Amp. Hierarchy is built based on unique manager identifiers such as manager emails or IDs. While 'Supervisor' attributes contains manager names, not email/IDs, we are able to do the translation into manager emails/IDs for you.
If you want to add the Personio 'Cost Centre' attribute, be aware that Culture Amp requires a single value per employee.
If an employee is assigned to multiple Cost Centre values in Personio, the value with the highest percentage will be saved (e.g. if Anna is assigned 70% to Finance and 30% to Marketing, then Finance will be saved as her Cost Centre).
If an employee has multiple Cost Centre values with the same percentage, and that percentage is highest, the first value provided will be saved.
If Cost Centre percentages aren’t provided, the first value provided will be saved.
Step 3: Enter integration details into Culture Amp
After you've completed generating a new credential, paste the provided Client ID & Client secret into the Culture Amp Personio Integration setup page and select 'Validate details' to continue.
Step 4: Choose the type of employees to sync
Choose the types of employees that you would like to sync between Personio and Culture Amp. Any employee groups excluded will not be imported into Culture Amp.
Excluding specific people from being synced can be achieved by creating an "Exclude from Culture Amp" custom attribute in Personio and setting the value of this attribute to "Yes" for the people that you want to exclude.
Step 5: Set Sync settings and save the integration
At this point, you can also decide whether you want to run automatic syncs, and set a contact email address that will be contacted if there are any issues with the integration.
You can now save the integration and sync your user data into Culture Amp. This will replace the old data in Culture Amp with the new data from Personio.
Even if you have turned on autosyncs, we recommend running a manual sync after setting up your integration to confirm everything is working correctly. You’ll be prompted to do this when you save your integration. Otherwise you can run a manual sync by navigating to the Settings > Data Integrations page and clicking the Sync Button or via your Settings > Users > Import Users
From here, Culture Amp will step you through the same verification process as if you were uploading users via the Import Users process. Once you’ve reviewed your data and clicked ‘Import data’, the sync will run in the background and could take anywhere from a couple of seconds to a few minutes. No data will be imported until you click ‘Import data’.
Add your hierarchy
Once your integration has been successfully set up, the process of adding hierarchy to your account is quite easy! The steps to add hierarchy to your account can be located via our Add your hierarchy guide.
Troubleshooting integration issues
The first step when investigating HRIS data issues is to check the import summary for your most recent import. This will provide information about the state of your integration.
To find this information, go to Account Administration > Import History and select your most recent import.
If there was a problem with your last import, you will either be able to view errors on this page or you will be prompted to run a manual sync to identify any problems.
Handling of inactive employees
During an HRIS sync, all employees (active and inactive) may be imported (depending on your custom report logic and the employees you choose to sync when setting up the integration).
If an employee has a past Termination Date they will be made inactive in Culture Amp.
If an employee has a future Termination Date they will be made inactive in Culture Amp upon that date (Note: some HRIS do not support future Term dates)
Any updates to inactive employees, such as a changed end date or any other update to demographic information, may be applied during the sync.
If an employee is active in Culture Amp but not present in your HRIS report, they will be made inactive in Culture Amp. This is because the data is processed using our Full Import process.
Sync blocked due to swapped employee IDs
Your sync might be blocked if Culture Amp suspects that one of your employees may have had their details mixed up with another.
If a combination of an employee's Name, Date of Birth, Email or Employee ID are changed, the sync may be blocked. This is to prevent an employee accidentally getting access to another employee's private information, such as performance reviews.
If you've intentionally changed the employee's details, you can run a manual sync to push through the change. Simply click 'Import data' from the Users page and select 'Sync'. Culture Amp will guide you through the rest.
A manager is not populating on direct reports
The manager could be in a group of employees that is being excluded from the import, please check the type of employees to sync to ensure the manager is not included in one of those groups & check that the manager does not have the "Exclude from Culture Amp" custom attribute in Personio set to "true"