Personio integration

The Personio integration pulls employees and open positions from your Personio account into Gridwork on a schedule. Once connected, employee profiles and job postings stay in sync without manual updates.

Two-step setup

Personio is configured in two places:

1. Account-level credentials — provided once in Settings → Integrations → Personio.
2. Company-level office mapping — done per company in Company → Personio, so each Gridwork location is matched to a Personio office.

Step 1: Connect your Personio account

1. Open Settings → Integrations.
2. Click Configure on the Personio card.
3. On the Credentials tab, enter your Personio Client ID, Client Secret, and Tenant subdomain (the prefix in your-company.personio.de).
4. Click Validate. Gridwork tries the credentials and shows a green checkmark on success.
5. On the Sync tab, choose what to pull globally: Sync employees, Sync jobs, or both.
6. Click Save.

Heads up: Personio credentials are stored on the server only and never exposed to the browser. You can rotate them any time by re-entering and re-validating.

Step 2: Map offices to locations (per company)

Each Gridwork location must be linked to a Personio office before any employees or jobs sync.

1. Open the company you want to sync.
2. Click Personio in the company sidebar.
3. For each location, pick the matching Personio office from the dropdown.
4. Click Save mapping.

Locations without a mapping are skipped on every sync — that's the safety net so you can roll the integration out one company at a time.

Per-company sync overrides

The account-level Sync employees / Sync jobs toggles set the default. On the company's Personio page you can override them per company:

• Inherit — use the account-level setting (recommended).
• On — force sync for this company even if disabled globally.
• Off — pause sync for this company without affecting others.

Manual sync

The page shows the last sync timestamp for both employees and jobs. To trigger an immediate sync, click Sync now — useful right after you've made a mapping change. Otherwise the sync runs on a schedule.

What gets synced

• Employees — first name, last name, gender, position, profile image (where available), and the assigned office. The matching Gridwork employee is created or updated automatically.
• Jobs — title, description, employment type, location, application details. Status reflects the Personio recruiting status.

Synced records are flagged with an external-source badge in the UI. Their fields are read-only because the next sync would overwrite local edits anyway. To break the link, delete the record in Personio (it will be removed on the next sync) or unmap the office.

Troubleshooting

• Validation fails — double-check the tenant subdomain. It's the part before .personio.de, lowercase, no protocol.
• Nothing syncs — confirm the location is mapped to an office and that Sync employees / Sync jobs is on (account level or per-company override).
• Stale data — click Sync now to force-refresh. Check Last synced at on the Personio page to confirm the run completed.