In this article, you will learn how to set up the Loket integration with Personio. Prepare your account by the following steps below.

Note
In order to use the Loket integration, a legal entity based in the Netherlands is required. Learn more about legal entities in our Help center article on Creating legal entities.

What are the benefits of this integration?

By integrating Loket with Personio, HR teams and payroll managers streamline their data management process. Users of the solution will no longer need to enter data twice. Once information has been entered in Personio, it can be easily transferred to the payroll system. This synchronization ensures that employee records are always up-to-date, and reduces the risk of discrepancies. In addition, the potential for manual errors is significantly reduced by integrating validations from the payroll provider directly into Personio.

What is the scope of the integration during the Alpha phase?

• Loket validations in Personio: You can validate your data directly in Personio using Loket's integrated validations.
• One click sync: Sync your data to Loket with just one click, streamlining the process.
• Employee data: The integration transfers all the necessary data to create or update employees directly from Personio to Loket.

Prerequisites

1. Set up legal entities: Ensure you have a legal entity set up in your account.
2. Necessary user rights in Loket: Ensure you have a user with the required rights in Loket. It is recommended to create a dedicated user in Loket for the connection. This user will need access to the following endpoints to set up the integration between Personio and Loket:

   1. Get token information

   2. Get employer information

   3. Concept employee metadata

   4. Create concept employee

   5. Convert concept to employee

   6. Set BSN 

   7. Fetch employee/employment list

   8. Update employment information

   9. Update employee information

   10. Update working hours information

   11. Update social security information

   12. Update health insurance information

   13. Update fiscal property information 

   14. GetAdministrationsByEmployerId

3. These rights can be granted by the employer or created by the tax accountant.
4. Choose an employee ID: To link an employee between Personio and Loket, you need an ID that is unique to each specific employee.
   1. You can select the ID according to your preference, e.g. by mapping an existing employee ID to the Employee Number attribute in Loket.
   2. This ID must be the same in both Loket and Personio.

Setup 

Step 1: Prepare account and complete attributes

1. Integration activation: Our Payroll Operations team will activate the integration for you. Once activated, you will see a dedicated interface for Loket in the Payroll section of the product for the legal entity where the solution was implemented.
2. Loket attribute set activation: Our Payroll Operations team will create the Loket attribute set for you, consisting of approximately 50 attributes. If you have already created attributes for Loket in your account, our Payroll Operations team can map these to the required Loket fields. Otherwise, they will create new attributes to be sent to Loket. You can manage access rights for these attributes, allowing you to decide which ones are filled out by employees and which are maintained by the HR team.

Step 2: Authorize and configure the integration

Once the Personio Payroll Operations team has activated the integration for the relevant legal entity, you can access it under the Payroll section in Personio. Select the Manage tab and follow the user interface to authorize the integration with Loket.

Step 3: Complete the Attributes

For the Alpha phase, we recommend creating a test employee for testing the initial syncs between Personio and Loket. Only proceed with selected non-test employees after the test syncs have been successful.

Note that you need to complete the attributes before you can use the integration. You have two options to complete all the new attributes added to your account:

• Complete all attributes manually.
• Complete all the attributes using one of the import templates on the right. Read our article on importing employee data for more information.

When completing the attributes, define which employees should be included in the synchronization. 

Decide which employees should be included in the synchronization

When filling out values, there are two attributes you need to pay attention to, as they determine whether employees should be considered during synchronization and under which identifier:

• Include in Dutch Payroll: Set this attribute to Yes for all employees whose data should be transferred through the integration. Set it to No for employees you want to exclude from synchronization.
• Legal Entity: All employees whose data should be transferred must belong to the legal entity for which the integration is activated.
• Employee number (Loket): This serves as a unique identifier between the two systems and ensures the correct allocation of employee data during synchronization. The employee number must be assigned even before the employee is created in Loket.

Step 4: Complete the setup and start transferring

To create and transfer employee data to Loket, follow these steps:

1. Go to the Payroll section and select the relevant legal entity or accounting group.
2. Review the People tab and scan for open tasks, highlighting any outstanding or incorrect data.
3. Click Sync with Loket to transfer the data.
4. The Sync Status modal will display the status of the sync and alert you to any potential issues that occurred during the process. 

Additional information

• The ApplyPayGrade attribute is set to false by default.
• If your company uses PayGrades in Loket, you can overwrite this setting directly in Loket.
• This field will not be updated with further syncs.

Access rights

• To work with the Loket integration, the respective role needs editing rights for the payroll of the legal entity for which the export is being performed.
• To configure and authorize the settings for the Loket integration, the respective role requires access rights for the payroll settings.  

Defined attributes