Personio integration: reviewing and applying suggestions in user management
When you connect Personio to Candis via API, Candis automatically compares the employee data from Personio with the users that already exist in your Candis organization and turns the differences into suggestions.
This article explains where to find these suggestions, what the three sections mean, and what to watch out for when you invite, connect, or deactivate users.
Prerequisites
You have the Candis Max-Plan
Personio is connected to your Candis organization via API.
Where to find the suggestions
Open the settings and go to the user management section. As soon as Personio delivers employee data that differs from the users already in Candis, Candis shows the Review suggestions button in the top right corner of user management, together with a number.
This number is the total count of all open suggestions.
Click Review suggestions to open the window with the three tabs: Connect existing users, Invite new hires, and Deactivate leavers. Each tab shows its own number, indicating how many open items exist in that section.
Connect existing users
This section shows employees who exist both in Personio and as a user in Candis, but who have not been linked yet. Candis displays the Personio data on the left and the matching Candis user on the right.
To connect existing users:
Select the checkbox next to the users you want to connect, or choose Select all to confirm every suggested match at once.
Click Apply actions to establish the connection.
Without this connection, Candis does not transfer any data from Personio for this user. This includes, for example, a leaving date, later name changes, an updated IBAN, or recorded absences. Connect every match you have checked so that Candis can pick up this data automatically going forward.
Invite new hires
This section lists employees from Personio who have a start date – the date on which the employment relationship begins or has already begun according to Personio – but who are not yet a user in Candis.
To invite new hires:
Check the name and start date for each row.
Use the dropdown menu to select the appropriate role for that person, for example Approver.
Select the checkbox next to the people you want to invite now, or choose Select all.
Click Apply actions to send the invitations.
As soon as you trigger an invitation, Candis sends the invitation email to the user immediately.
If you don't want to invite a person yet, set their status to Ignored. You'll find this status at the right-hand edge of the row. An ignored person disappears from the list of open suggestions and appears greyed out. You can remove the Ignored status at any time and then invite the person as usual.
Deactivate leavers
This section lists users who have a leaving date in Personio – the date on which the employment relationship ends or has already ended according to Personio – but who are still active in Candis.
To deactivate leavers:
Check the name and leaving date for each row (leaving dates can be far in the future)
Select the checkbox next to the users you want to deactivate, or choose Select all.
Click Apply actions to trigger the deactivation.
Candis then removes the selected users from the organization immediately.
If a user is still involved in an active workflow, for example as the only approver in an approval step, Candis shows a warning instead of the deactivation. In that case, check the affected workflows and assign a different person as approver if needed before you confirm the deactivation.
Synchronization info in the profile of connected users
Users whose data is synchronized through Personio see a corresponding note in their own profile. This note tells them that their profile data comes from Personio and is kept up to date from there.
