Personio Automation: Connect HR Processes with n8n and Make.com

Personio is a leading HR system for mid-sized businesses. Yet many companies aren't realizing its full potential: data is transferred manually between Personio and other systems, onboarding checklists are maintained in Excel, and IT tickets are created via email. In this guide, we'll show you how to take Personio to the next level with workflow automation.

Why Automate Personio?

Typical Time Wasters in HR Departments: Potential Savings: With 50 new hires per year and 200 employees, you save 300+ hours annually.

Personio API: The Technical Foundation

Personio offers a REST API with four main areas:

Available API Endpoints

Setting Up API Access

In Personio: Settings - Integrations - API Credentials

Generate Client ID and Client Secret

Assign permissions for required endpoints

Important: Only grant the minimum necessary permissions (Principle of Least Privilege).

The 10 Most Important Personio Automations

1. Automated Onboarding

Trigger: New employee created in Personio Actions:

• Create Google Workspace / Microsoft 365 account
• Send Slack invitation
• Create IT ticket in Jira
• Create onboarding tasks in Asana/Monday
• Send welcome email
• Trigger hardware order

Time Saved: 2-3 hours per new hire

Workflow Flow:
Personio (New Employee) -> Extract data -> Parallel:
  |-> Google Workspace Account
  |-> Slack Invitation
  |-> Jira IT Ticket
  |-> Email to Manager

2. Automated Offboarding

Trigger: Exit date reached or termination entered Actions:

• Deactivate all accounts (Google, Slack, etc.)
• Create hardware return ticket
• Create knowledge transfer tasks
• Schedule exit interview
• Set reference letter reminder

Risk Mitigation: No forgotten accounts, no security gaps

3. Payroll Synchronization

Trigger: Salary change, address change, new hire Actions:

• Format data (payroll format)
• Transfer to payroll system
• Log confirmation

Benefit: No duplicate data maintenance, fewer errors in payroll

4. Vacation Requests to Calendars

Trigger: Vacation request approved Actions:

• Update team calendar (Google/Outlook)
• Notify Slack channel
• Activate coverage arrangement
• Update Confluence/Notion

5. Sick Leave Workflow

Trigger: Sick leave in Personio Actions:

• Notify manager
• Block team calendar
• After 3+ days: Reminder for doctor's note
• Return check after end date

6. Birthday Bot

Trigger: Daily at 8:00 AM Actions:

• Check Personio for today's birthdays
• Slack message in team channel
• Optional: Send gift voucher

7. Probation Period Reminder

Trigger: 2 weeks before probation end Actions:

• Remind manager
• Send feedback form
• Suggest meeting time
• Notify HR

8. Anniversary Tracking

Trigger: Monthly check Actions:

• Identify upcoming anniversaries
• Inform management
• Prepare certificates/gifts

9. Application Pipeline

Trigger: New application in Personio Recruiting Actions:

• Send acknowledgment
• Analyze resume with AI
• Perform scoring
• If match: Automatically suggest appointment

10. Time Tracking Alerts

Trigger: Missing time entries at month end Actions:

• Remind employee
• Escalate to manager after 2 days
• Create HR report

Step-by-Step: Onboarding Workflow with n8n

Prerequisites

• n8n installation (Cloud or Self-Hosted)
• Personio API access
• Target system access (Google, Slack, etc.)

Creating the Workflow

Step 1: Set Up Personio Trigger

Since Personio doesn't offer native webhooks, we use polling:

Schedule Trigger: Every 5 minutes

Personio Node: GET /employees

Filter: Only employees with start date = today

Step 2: Prepare Data

// Example: Format data for Google Workspace
{
  "email": ${item.first_name.toLowerCase()}.${item.last_name.toLowerCase()}@company.com,
  "firstName": item.first_name,
  "lastName": item.last_name,
  "department": item.department,
  "manager": item.supervisor_email
}

Step 3: Create Accounts

Execute in parallel:

• Google Admin API - Create user
• Slack API - Send invite
• Jira API - Create ticket

Step 4: Notification

• Email to new employee with credentials
• Slack message to team
• Summary to HR

Step-by-Step: Connect Personio with Make.com

Create Make.com Scenario

Step 1: Choose Trigger

• Personio Module - Watch Employees
• Or: Webhook + Personio HTTP Request

Step 2: Router for Parallelization

• Path 1: IT Systems
• Path 2: Communication
• Path 3: Documentation

Step 3: Connect Modules

• Google Workspace - Create User
• Slack - Send Message
• Jira - Create Issue

Tip: Make.com has native Personio modules, which simplifies setup.

Best Practices for Personio Automation

1. Consider Data Privacy

• Process only necessary data
• Minimize logging (no salary data in logs)
• Regularly review access rights

2. Build in Error Handling

• What happens if Google account creation fails?
• Implement retry logic
• Notify HR on errors

3. Test Before Go-Live

• Create test employee
• Run through all paths
• Check edge cases (special characters in names, etc.)

4. Documentation

• Maintain workflow documentation
• Define contact persons
• Log changes

Common Mistakes to Avoid

Cost-Benefit Analysis

Investment: Savings: ROI: Pays for itself in 3-4 months

Advanced Integrations

Personio + DATEV

Automatic payroll synchronization

Personio + SAP SuccessFactors

Enterprise HR integration for corporations

Personio + BambooHR

Migration or parallel operation

Personio + Greenhouse

Connect recruiting pipelines

Conclusion

Personio automation isn't a luxury - it's a necessity for modern HR departments. With n8n or Make.com, you can implement workflows in just a few days that save hundreds of hours per year.

Next Steps

Process Audit - Which HR processes are most time-consuming?

Identify Quick Win - Start with onboarding or offboarding

Pilot Project - Implement and test one workflow

Scale - Automate additional processes

We support you with Personio automation - from analysis to implementation.