Personio integration

Personio is an HR platform. The Personio integration with Greenhouse Recruiting helps streamline hiring to onboarding by automatically creating a new employee profile in Personio when a candidate is marked as Hired in Greenhouse, and by syncing selected attributes from Greenhouse into Personio.

Personio's integration with Greenhouse Recruiting allows users to:

• Automatically create new employees in Personio from hired candidates in Greenhouse.
• Synchronize selected attributes between Greenhouse and Personio via attribute mapping so Personio can import corresponding information into the customer's Personio account.

Configure the Personio integration

Prerequisites

• In Personio, the user needs an admin role or edit permissions for Marketplace Integration.
• In Greenhouse, the user needs access to the Dev Center (Developer Permissions).
• In Greenhouse, the candidate attributes First name, Last name, and Email address must be populated for a successful exchange of information.

Actions in Personio

Navigate to the Marketplace

In the Personio left navigation sidebar, click Marketplace. On the "All integrations" tab, locate Greenhouse and open its detail page.

Start the setup wizard

Click Connect on the Greenhouse integration detail page. The 4-step setup wizard launches:

• Step 1: Authenticate Greenhouse
• Step 2: Authenticate Personio
• Step 3: Map attributes
• Step 4: Create web hook

Click Authenticate Greenhouse to begin.

OAuth consent: Greenhouse login

A Greenhouse OAuth screen opens: "Authorize Personio to use your Greenhouse account." Personio is requesting the following permissions:

• List custom field options
• List custom fields

Enter your Greenhouse email address and click Log in to Greenhouse.

OAuth consent: service account authorization

A second authorization screen appears. An optional checkbox reads: "Authorize using a service account" — this creates an org-level service account so your personal account is not tied to the integration.

Check the box if applicable, then click Authorize. You are returned to the Personio wizard.

Authenticate Personio

Personio displays the permissions it requires from itself: Write employee data (write access to employee records). This is the permission Greenhouse will use to create new employee profiles on hire.

Click Next to continue.

Map attributes

Map Greenhouse candidate/job fields to Personio employee fields. The default mappings are shown below. Add custom mappings via "Add new attribute" if needed, then click Next.

Create web hook

Personio generates a unique endpoint URL. Click Copy link to copy it — you will need it in Greenhouse.

• Follow the steps below within Greenhouse Dev Center and create a webhook
• Come back to Personio and click Finish
• Return to Greenhouse and flip the webhook from Disabled: Yes → No

Actions in Greenhouse

Create a new webhook

To integrate Personio with Greenhouse Recruiting, you'll need to create a webhook. Follow the steps in this article to create your webhook. Use the values listed below to configure the webhook:

Once the "Create A New Webhook" form appears, fill in each field as follows:

• Name: A descriptive name for your integration. Most customers choose 'Personio integration'
• When: Candidate has been hired
• Endpoint URL: The Endpoint URL provided by Personio, copied in the Create web hook step above.
• Secret Key: The unique key of your preference.
• Associated Partner: Select "Personio" from the dropdown.
• Deactivated? Select Yes — the webhook must start deactivated until you return to Personio and click Finish.

Return to Personio and finish

Switch back to the Personio wizard and click Finish. A success toast confirms: "Greenhouse was successfully activated." The integration page now shows Settings and Disconnect integration buttons.

Activate the webhook in Greenhouse

Return to Greenhouse Dev Center > Webhooks. Find the "Personio" webhook you created and edit it. Change Deactivated from Yes > No and save. The webhook is now live.

From this point forward, whenever a candidate is marked as "hired" in Greenhouse, a new employee record is automatically created in Personio using the mapped attributes.

Data written or edited

• Greenhouse: No Greenhouse attributes are written or edited.
• Personio will only read the attributes Email, First Name, Last Name, Department, Workplace, Starts On, JobName as default and others mapped during the configuration.
• Personio: creates an employee record and writes the mapped fields.

Scenario 1: Marking a candidate as hired in Greenhouse

The integration is triggered exclusively by one event in Greenhouse: a candidate's application stage being moved to "Hired" (i.e., the "Candidate has been hired" webhook event). This can happen two ways:

• A recruiter or hiring manager clicks "Mark Candidate as Hired" on the candidate's application page in Greenhouse.
• A candidate's offer is accepted and their stage is automatically advanced to Hired by a Greenhouse automation.

When either action occurs, Greenhouse fires a request to the Personio endpoint URL you configured. The payload contains all candidate and job data for the fields you mapped. Personio receives this and creates the employee profile automatically — no action is needed in Personio.

Scenario 2: What gets created in Personio

Once the webhook fires, Personio automatically creates a new employee profile. The data transferred depends on the attribute mappings configured. This eliminates manual data entry and ensures the employee record in Personio is populated at the moment of hire, ready for onboarding.

Additional resources

For additional information not covered here, reach out to balu.nada-kumar@personio.com and Integration-Partner@personio.com (partner contacts).

Personio HC article: https://support.personio.de/hc/de/articles/360018873138-Greenhouse