To use the Loket integration, your company needs a legal entity based in the Netherlands. 🇳🇱

This article provides an overview of how to set up the Loket integration. The goal of the setup process is to prepare your account for the integration with Loket and to configure it so you can run your payroll.

For more information on the integration scope, see the dedicated overview article.

Before you start

Before you set up the integration, complete the following prerequisites:

1. Involve your payroll processing person

Involve your payroll processing person from the start. This could be your in-house payroll manager or your external payroll processing partner if payroll is outsourced.

Their involvement is essential because the integration significantly impacts your payroll processes. Your payroll processing person can provide valuable insights, make sure you stay compliant, and help with a smooth transition.

2. Understand the integration scope

When you implement the Loket integration, your payroll processes undergo changes.

Note: 
Personio becomes your leading system for all data within the integration scope. This means you need to manage this data primarily through Personio to verify it's accurate. Make sure all relevant team members understand this shift.

If you don't follow this process and keep adding or adjusting data in Loket that are in the integration scope, the next sync overwrites these changes. Thus, it’s important to enter the data mutations in Personio.

The integration has certain limitations and can't fulfill every customer's requirements. It's critical that you understand the full scope of the integration before it's activated for your account. To do so, read all Help Center articles about the integration.

3. Review your legal entity setup

Make sure you have a legal entity set up in your Personio account.

• To connect multiple legal entities to Loket, you need to connect each one separately.
• You can only connect each legal entity in Personio to one Administration in Loket.
• You can only connect Loket Administrations with a unique tax ID. You can't connect a Personio legal entity to a Loket Administration that shares its tax ID with other administrations.

4. Grant permissions for setup and use

The person responsible for your payroll in Personio needs specific permissions to set up and use the Loket integration.

1. Go to Settings. In the People section, click Roles & permissions.
2. Select the relevant role (for example, "Payroll Manager") or create a new role.
3. Go to Permissions > People Data > Payroll. 
4. Select the Edit checkbox for the legal entities this role should process payroll for.

For more information, see our general article on employee roles and permissions.

Setup the integration

Step 1: Create an integration user in Loket

The integration requires a dedicated user in Loket to authenticate. This user can only have access to a single employer in Loket. If you have multiple employers, you need to create a dedicated user account for each one.

Ask your payroll administrator or tax accountant to create the Loket user by following these steps:

1. In Loket, navigate to Users > User overview and click Add > User.
2. Complete all mandatory fields, paying special attention to:
   • Login method: Set to Via website and SSO.
   • Phone number for verification: Required for 2-step verification. If you don’t have a Dutch phone number, first change the Login method so you can create the user without a phone number. After creation, edit the user and switch the Login method back to Via website and SSO.
3. An invitation email is sent to the user. The user needs to follow the link to set up their password.
4. After creation, go to the new user's profile and click Add authorizations.
5. Provide all of the following authorizations (these appear in Dutch in the Loket interface):
   • Applicatiebeheer werkgever
   • Beheer beloningen
   • Beheer concept werknemers <- NEW
   • Beheer dienstverbanden
   • Beheer diverse vaste gegevens salarisverw
   • Beheren en raadplegen BSN
   • Beheer HRM
   • Beheer variabele gegevens
   • Raadplegen beloningen
   • Raadplegen concept werknemers <- NEW
   • Raadplegen dienstverbanden
   • Raadplegen journaalprofiel
   • Raadplegen Kostprijs per uur
   • Raadplegen loonoutput beperkt
   • Raadplegen variabele gegevens

Step 2: Prepare the Loket account

Have your Payroll Administrator or Tax Accountant in Loket complete this step.

The integration requires specific default values in your Loket account to function correctly. In Loket, go to Employer > Management and make sure the following items exist, each with the name "Algemeen":

• Function
• Department
• Distribution unit

Step 3: Book the integration

Have your Payroll Administrator or Tax Accountant in Loket complete this step.

Book the Loket integration directly in Personio via the Marketplace:

1. Go to Marketplace and search for "Loket".
2. Select NL | Loket and click Book integration.
3. In the pop-up window, add details to your message. If you have multiple legal entities in your account, use the description in the form to specify which legal entities you want the Loket Integration to be set up for.
4. Submit the form. The system forwards it to our Support team to set up the integration for you.

Step 4: Set up the attributes and activate the integration

This step is completed by the Personio team. They your Personio account by adding all the attributes required for the employee data sync. They review your account and add a new section to Personal information called "Loket". 

The new "Loket" section is initially only visible to Administrators. You can control visibility and edit rights for these new attributes by managing your employee roles and permissions.

The following table shows how our support team proceeds when mapping Loket attributes to Personio attributes:

Note:
You can't delete the mapped Loket attributes. You can only move it to other sections.

Once the attribute setup is complete, our team enables the integration for you. You then see a dedicated Loket interface in the Payroll section for the configured legal entity.

Step 5: Authorize the integration

To be completed by a Personio Administrator in Personio.

The final step is to connect your Personio and Loket accounts.

1. Go to Payroll and select the legal entity with the subtitle "Loket.nl integration".
2. Click Connect Loket.nl.
3. A Loket sign-in window opens. Sign in using the dedicated Loket integration user you created in Step 1:
   • Gebruikersnaam = User name
   • Wachtwoord = Password
4. Select the specific Loket Administration you want to connect to this Personio legal entity. Note: once you map a legal entity to an administration, you can't reverse this without contacting our Support team.

Next steps

The integration is now set up. To configure the different data sync functionalities, continue with the next articles:

• Sync employee data
• Sync compensation data
• Sync payroll Documents