shyftplan and Personio: Powerful Integration for Maximum Control over HR Processes

What is shyftplan?

shyftplan is an AI-supported workforce management platform for industrial companies. We automate shift planning and qualification management, integrate cleanly into existing SAP landscapes, and deliver measurable results: noticeably less planning effort, more stable staffing, higher employee satisfaction, and audit-proof compliance.

What possibilities does the Personio integration with shyftplan offer me?

• User Provisioning (Transfer of Employee Data): With the integration of Personio and shyftplan, newly created employees are automatically transferred to shyftplan in real time. Data integration minimizes duplicate data entry and harmonizes data sets across all systems. This also applies to users in onboarding.
• Updating Employee Data: Updated employee data in Personio is automatically transferred to shyftplan in real time. This ensures that employee-relevant information is always up to date in all systems.
• Time Tracking and Absence Management: Automatic synchronization of minute-by-minute attendance and absences, including break times for individual employees, takes place in real time from shyftplan to Personio. All employee information relevant to payroll accounting is automatically available in Personio.

How can I set up the integration?

2.1 Creating a Custom Attribute in Personio

1. Log in to Personio as an Administrator and open Settings > Employee Information > Public Profile.
2. Click the "Add attribute" button.
3. The attribute name must be either "shift_worker" or "shift_planning".
4. The attribute type must be either "List of options" or "General".
   • For the "List of options" type, please create an option pair: either "yes" / "no" or "true" / "false".
   • For the "General" type, these options must be entered as a text string.
5. Note: Regardless of the option chosen, only the field values "yes" or "true" will result in these employees being included in the synchronization with shyftplan.

2.2 Creating a Custom API Integration in Personio

1. Log in to Personio as an Administrator and open Settings > Integrations > API Credentials.
2. Click the "Create new credential" (or custom integration) button.
3. Enter a name for the integration, e.g., "shyftplan Integration".
4. Configure the integration's access rights according to these values:
   • Employees: Read
   • Attendances: Read/Write
   • Absences: Read/Write
   • Webhooks: Read/Write
   • Organizational Units: Read
   • Legal Entities (Gesellschaften): Read
   • Cost Centers: Read
   • Positions (Arbeitsplätze): Read
5. For "Readable Employee Attributes", the following options must be selected:
   • First name (official)
   • Last name (official)
   • Email
   • Status
   • Contract end date
   • Termination date
   • Last modified
   • Sub-company (Legal Entity)
   • Position
   • Department
   • Cost center
   • Absence entitlement
   • Work schedule
   • Team
   • Employee ID (Personalnummer)
   • Hire date (required if users in "Onboarding" status are to be synchronized)
   • (Custom Attribute) shift_worker (or shift_planning)
   • (Additional custom attributes for mapping with shyftplan, e.g., DATEV ID)
6. Copy the Client ID and Client Secret to a safe location.
   • These are critical data that cannot be recovered after loss or compromise and would need to be recreated.
   • Store them, for example, in a password manager—avoid keeping sensitive data in unencrypted text documents or cloud-synchronized files.

Tip

For more information, see our article Generate and manage API credentials.

Completing the Setup in shyftplan

Setup is performed within the project together with a shyftplan Customer Support Manager. Send an email to service@shyftplan.com to contact shyftplan.

Which data is transferred?

The following employee data is transferred from Personio to shyftplan:

• First name (official)
• Last name (official)
• Email
• Status
• Contract end date
• Termination date
• Last modified
• Legal Entities
• Department
• Work schedule
• Team
• Employee ID
• Hire date (required if users in "Onboarding" status are to be synchronized)
• (Custom Attribute) shift_worker (or shift_planning)
• (Additional custom attributes for mapping with shyftplan, e.g., DATEV ID)

shift_worker The employee data to be transferred can be filtered by employee status, the individual "shift_worker" attribute, and the legal entity.

• Status (required): Users in any status can be retained or transferred as desired.
• shift_worker (required): Only employees with a "Yes" for this attribute are imported.
• Legal Entity (optional): Employees can be filtered based on the legal entity recorded in Personio and transferred to shyftplan.

What are the costs?

Pricing for shyftplan depends on specific requirements and users. For more information or to get in touch, visit the shyftplan website.