To ensure that everything is configured correctly before starting the integration in Personio, the step-by-step procedure is shown below.
Step 1: Create new attributes for the employee
The attribute "shift_worker" is indispensable for a flawless integration and must therefore be created. It controls that the personnel master data in Personio is fetched by the shyftplan Connect component and stored in your shyftplan account.
To do this, go to the navigation point "Settings" in your Personio account and then to the field "Employee information". If you don't see a section for shyftplan in this area yet, please create the corresponding section first by clicking on "Create section" and giving it the name shyftplan, for example. In the next step select "Add attribute". In the window that appears, name the attribute "shift_worker", then select "Selection list" from the drop-down menu in the field below and complete the process by clicking "Add". Now your attribute is created and with a click on the area "shift_worker" you create the selection option "yes" in the free field or with a click on "Add an option" the selection option "no".
If additional attributes are required, they are created in the same way. Please note that they should be stored as drop-down menus if possible.
Step 2: Reasons for absence or the IDs of the reasons for absence
To do this, go to the "Absences" field in the "Settings" navigation item. If you have not yet created any absence types, first create the corresponding absence by entering a name for the absence in the "New type..." field and completing the process by clicking the plus symbol.
To identify the required ID of the absence, move the mouse over the reason for absence. You will see the corresponding link to the absence with the necessary "time_off_typeID" at the bottom left of the screen. In the next step, use the left mouse button to navigate to the reason for absence. Copy the URL and note the "time_off_typeID" or write it down in a text file. This procedure needs to be repeated with all reasons for absence.
Background: The absence reason in Personio should be "mapped" with the ID from shyftplan for the absence reason with the same name using the "time_off_typeID".
Step 3: Enable the shyftplan Connect component to access the data in Personio
To do this, go to the "API access data" in the "Settings" navigation item. Then click on the "Generate new access data" button.
In the window that appears, enter the name "shyftplan", select the integration "shyftplan" from the drop-down menu in the field below and tick the respective checkboxes for the personal data as shown in the screenshot.
In the readable employee attributes drop-down menu, check the following checkboxes:
Personnel number (Employee ID)
After that click the "Generate new access data" button.
Important: You must copy the displayed "Client ID" and "Your Secret" to the clipboard and/or write them out in a text file.
Step 4: The ID's of the companies (only necessary if you have multiple accounts in shyftplan)
To do this, go to the "Companies" field in the "Settings" navigation item. If you have not yet created any companies, first create the corresponding company by entering a name in the "New company..." field and completing the process by clicking on the plus symbol.
To identify the required ID of the company, move the mouse over the reason for absence. You will see the corresponding link to the absence with the necessary "subcompanyID" at the bottom left of the screen. In the next step, use the left mouse button to navigate to the company. Copy the URL and note the "subcompanyID" or write it down in a text file. This procedure must be repeated with all companies.
Background: The company in Personio should be "mapped" with the account ID of shyftplan using the "subcompanyID".
Step 5: What do these settings (steps 1-3) mean for the employee profile?
To do this, go to the "Employees" navigation item in your Personio account and open any employee profile. In the "Information" tab, you will see the "shyftplan" section further down.
Click the "Edit" button at the bottom right of the screen. Then select "Yes" from the drop-down menu for the "shift_worker" attribute and finish the process by clicking "Submit".
Important: All attributes that are left empty will be ignored and not transferred. In this case the information is taken from the default profile of the employee.