This article explains which data Candis automatically imports from Personio, how to set up synchronization for data like absences, IBAN, and BIC, and what you need to keep in mind.
Synchronization saves you from having to maintain this data twice — once in Personio and once in Candis.
Requirements
Plan: Max. The Personio integration and data synchronization are only available on the Max plan.
Personio settings: The correct fields to be synchronized must be configured in Personio.
Connection: Every user for whom Candis should synchronize data must be connected to the HR system in Candis. If a user is not connected, Candis will not receive any data for that person.
What data does Candis synchronize from Personio?
Candis currently imports three groups of data from Personio:
First and last name
Absence
IBAN and BIC
Profile (coming soon)
No other data is imported by Candis, even if it is theoretically available in Personio.
How does synchronization behave during ongoing operation?
Once the connection is set up, synchronization runs automatically in the background.
Candis typically transfers changes from Personio within a few seconds.
If you hover over the dot next to an automatically filled field, Candis displays the note "This field was filled in automatically" along with Personio as the source.
Note: If you change a synchronized field in both Candis and Personio, the most recently saved change always takes precedence. For example, if you update your last name first in Candis and then in Personio, the Personio change will overwrite the value in Candis.
This rule applies equally to first name, last name, absence, IBAN, and BIC.
Synchronization of first and last name
Candis automatically updates a user's first and last name as soon as these values change in Personio.
You can manually overwrite the first and last name in Candis at any time. Candis does not lock the field as a result.
Candis does not synchronize the company email address. If the email address changes in Personio, the email address in Candis remains unchanged.
Synchronization of absence
Candis only transfers an absence from Personio if it meets the following criteria:
The absence has the status "approved" in Personio. Requests that have not yet been approved are not transferred by Candis.
The absence covers full days. Half-day absences (morning only or afternoon only) do not count as an absence in Candis, and Candis does not transfer them.
Candis always synchronizes the next upcoming absence. If you enter multiple future absences in Personio, Candis initially only transfers the closest one chronologically. If you later add an even earlier absence, Candis replaces the previous value. Once an absence has passed, Candis automatically takes over the next upcoming absence.
Note: The reminder email for a substitute/cover person is not limited to the Max plan. It reaches every user for whose company the absence feature is active, regardless of the plan booked.
Synchronization of IBAN and BIC
Candis synchronizes a user's IBAN and BIC from Personio.
The IBAN is the decisive field here: if only the BIC is missing, Candis still synchronizes the IBAN.
The IBAN is then stored in the team member profile and can be used directly for expenses and travel costs.
Note: Candis currently only supports IBAN-capable bank accounts. International account numbers outside the IBAN area cannot currently be synchronized by Candis.
What Candis does not synchronize
Candis deliberately does not transfer certain data from Personio:
Substitute/cover person: Personio offers the option to specify a substitute for an absence. A substitute is the person who takes over document approval during an absence. The Personio API does not provide this information, which is why Candis does not receive it. Continue to enter a substitute directly in Candis.
Notes on absences: Comments that users add to an absence in Personio are not transferred by Candis, as these often contain personal information about the reason for the absence.
Personio customizable fields: If a user creates their own custom fields in Personio instead of using the standard fields, Candis cannot map these values and does not transfer them. In this case, enter the values manually in Candis.
Exception: IBAN synchronization for companies with ERP or API integration
If a company uses a connected ERP system or an API integration — for example, SAP Business One, Microsoft Dynamics 365 Business Central, Sage 100, or the Candis Integration/API — Candis does not synchronize an IBAN from Personio.
In this case, Candis displays a notice in the HR Systems section indicating that the ERP connection prevents the transfer of the IBAN.
The reason for this: with an ERP connection, the IBAN must come from the ERP system as vendor data, not from a second source such as Personio.
Even if you activate IBAN and BIC in Personio anyway, this has no effect on the data transfer.