Our HRIS integrations are now available on all of our packages.
Our Personio integration allows you to sync your employee data with Learnerbly - completely automatically.
Before you get started
We recommend before setting up the integration you read our guide on how the integration works to make sure it fits with how you want to manage Learnerbly. Take a look at our guide and FAQs on đ How our HRIS integrations work.
You can see what Personio fields we sync with Learnerbly at the end of this article.
Check your employee data
Please make sure that all your employees have their country in Personio, as we use this to identify their location and assign a content region and ensure they access the right content. If they do not have a country, they will not get synced with Learnerbly.
Personio doesnât share home addresses with us, so the country needs to be in a custom employee attribute called Country that holds a two-letter country code (e.g. GB, DE, ES). Anything else, such as the country name or an empty value, means that employee is skipped. If you donât have one yet, see how to add a Country attribute in Personio below.
If for whatever reason, you donât want to add their country to Personio, you can always add them manually.
How do I add a Country attribute in Personio?
In Personio, go to Settings > People > Personal information (called Employee information in older Personio accounts) and expand the HR information section.
Click Create attribute. Under Choose attribute type, pick Single selection (radio-button) from the List of options group. The type canât be changed later.
Name it Country, keep the section as HR information and leave Applicable to as Entire organization so employees in every legal entity have it.
Under Define options, add one option per country your company has people in, using the two-letter code as the option name (e.g. GB, DE, ES). Click Add option for each one, then Save. Please use the code rather than the country name: Personio sends us the option as it was created, so we need it to be the code.
Pressing Enter after the first option saves the attribute with just that one option. If that happens, open the attribute again, use Add option for the rest and Save.
Fill it in for each employee: go to Organization, open the employee, and on the Personal information tab click Edit, choose the country in the HR information block, set the effective date (today is fine) and Submit. For larger teams, use Settings > Organization > Imports to update everyone at once.
More detail on attributes in Personioâs own guide: Manage attributes and sections.
What will happen to your existing data
Once integrated, changes in your HRIS will override any changes manually made on Learnerbly. The integration will;
Update any users that currently exist with the data in Personio
Add any users that are in Personio but not in Learnerbly
Remove any users that are past their termination date
Add any departments to Learnerbly as groups and overwrite any existing group relationships which will alter your Breakdown of Spend
Replace any approvers with the users' line manager in Personio
â ď¸ Important things to be aware of:
Employees archived on Personio will be archived on Learnerbly
Any new employees will be added to Learnerbly
Existing users on Learnerbly will be updated with:
Their line manager in Personio will be their approver
Their group in Learnerbly will be updated to the employeeâs department in Personio
Connect Personio to Learnerbly
Getting set up with integrating Personio with Learnerbly couldnât be simpler. First, we need to connect Personio to Learnerbly and then your employees will immediately start syncing.
1. Go to your Admin Hub Settings. Note only Learnerbly Admins can set up an integration.
2. Click âConnectâ on the card titled HRIS Integration
3. Select Personio, confirm that youâre an admin and click Next on the screen that lists the data weâll access (Employees and Teams)
4. Enter the Client ID and Client Secret of your Personio API credentials (see below how to create them) and click Next. Please ensure the integration you create in Personio has access to the employee attributes we sync with, including your Country attribute.
5. On the Map additional fields screen, click Map fields, type Country under Your Personio fields, pick your Country attribute for the Learnerbly field home_country and click Save. Please donât skip this step: without it we canât tell which country your employees are in, so none of them will be added to Learnerbly until the mapping is in place.
6. Click Finish setup. Your data will start syncing: the HRIS card will show Connected and Syncing data... until the first sync completes, usually within a few minutes and at the latest the next weekday morning at 08:00 UTC. After that it shows when we last synced.
If you did skip the Map fields step, please donât try to connect again with the same credentials. Contact us via our Chat message and weâll add the mapping for you.
How do I create API credentials in Personio?
In Personio, go to Settings > Security & integrations > API credentials. This opens Marketplace > Connected integrations. Note only Personio Administrators can create API credentials.
Click Create custom integration.
Give the integration a name (it is advisable to mention Learnerbly in the title) and click Next.
Under the access rights, tick Employees > Read. Open Readable employee attributes and choose Select all, so that your Country attribute is included. Leave all your legal entities selected.
If youâd rather pick the attributes one by one, we need at least:
First name
Last name
Name (preferred)
Email
Status
Hire date
Termination date
Employment type
Supervisor
Team
Department
Workplace (Office)
Position
Country (your custom attribute)
Click Create integration. Personio shows the Client ID and Client Secret only once, so copy both and save them somewhere safe.
Paste them into the connection window on Learnerbly and click Next.
How to know your integration is set up
Once you've connected Personio and Learnerbly, we'll start syncing your employees within a few minutes, or at the latest the next weekday morning at 08:00 UTC. You'll see that you are successfully connected and your sync is in progress on your Settings page.
Integration is syncing
Integration has synced
What fields do we sync with
Learnerbly | Personio | Notes |
First Name | first_name | |
Last Name | last_name | |
Start Date | hire_date | Users will be created on the day of their start date. |
Termination Date | termination_date | Users will be archived on Learnerbly at midnight on the day of their termination date. |
Approver | supervisor | If there is no manager, you can add this manually on the platform. If you change a manager on our HRIS, we'll update it on Learnerbly. |
Group | department | |
Content Region | Country (custom attribute) | We use the two-letter country code in your Country attribute to automatically assign employees to a content region. |
After you've set up the integration
Your employee data will continue to sync every morning Monday to Friday at 08:00 UTC. Personio will act as your source of truth aside from budgets, so if you make a change in Learnerbly to any of the data above, it will be overwritten by the data in Personio the next day. The same goes for the Country attribute: if you change an employeeâs country in Personio, we pick it up at the next sync.
Now that your employees are users on Learnerbly, you can still decide exactly when they get access. To do this, assign them a budget and send them an email invitation.
Bulk assign budgets and send invitations
In your Admin People table, filter by Learner without budgets and then select the employees required. Click Bulk Actions and then Add Budgets and complete setup.
Once budgets have been assigned, then filter the People table by Learners who haven't been invited to Learnerbly to send them an email invite.
How to disable your integration
If you'd like to disable your integration, please contact us via our Chat message.