This article explains how to add and manage Personio Employer of Record (EOR) employees. It also explains tasks like approving time off requests and how Personio and Remote synchronize data. 

You handle most administrative tasks for EOR employees in Personio. For actions like promotions or salary changes, you need to use Remote. A banner in Personio guides you to Remote when needed.

Learn more about the responsibilities in Personio and Remote.

Before you start

• You need to be the EOR Company Manager to add and manage EOR employees. The Personio Administrator who activates Personio EOR becomes the EOR Company Manager.
• Personio EOR supports only one EOR Company Manager.
• If you were already using Remote before activating the Personio EOR integration, you may have employee profiles in both systems that aren't linked. Learn how to link existing Remote profiles to Personio to connect them.

Add an EOR employee

To add a new EOR employee, start the process in Personio and complete it in Remote. Follow these steps:

Step 1: In Personio

1. Go to Employer of Record in the main Personio menu and click New.
2. Select New Employer of Record employee. This opens Remote in a new browser tab.

Step 2: In Remote

1. Select the legal entity to handle the employee’s data and documents.
2. Select the legal entity to handle invoices for Remote’s services.
3. Enter the employee’s details:
   • Employment eligibility.
   • Basic information, such as name, email, and job title.
   • Contract details, including salary.
   • Benefits.
4. Review the pricing plan.
5. Optional: you can request a background check on EOR employees for some countries. 
6. On the summary page, review the details:
   • If everything is correct, you can invite the employee.
   • If you’re not ready, save the hire as a draft. You can invite them later from your Personio EOR homepage. 
7. When ready, invite the EOR employee to start the onboarding process.
   • The employee appears in the onboarding section of Remote.
   • They open their invitation email and follow the instructions to sign up for Remote. 
   • After signing up, they complete their onboarding.

Learn more about what happens after inviting your new hire.

Step 3: In Personio

1. Complete the employee's Personio profile. Add details like their department, team, workplace, and supervisor. This shows the EOR employee to all employees and displays them in the Org chart.

Tip: 
You can pause the hiring process at any time and save your progress as a draft after entering the basic information in Remote. The EOR employee appears as Draft on the Personio EOR homepage. To resume, click View in Remote next to the draft employee. This opens Remote, where you can continue from where you paused and complete the process.

Understand how EOR employees appear in Personio during hiring

The visibility and status of EOR employees in Personio change as they progress through the hiring process.

Draft status in Personio

• After you enter the employee's basic information in Remote, they appear in Personio as Draft on the Personio EOR homepage.

During onboarding in Remote

• After you invite them, they appear as Self-enrollment on the Personio EOR homepage.
• Their status on the Personio EOR homepage updates to reflect their current onboarding progress in Remote.
• EOR employees don't appear in the People list or Org chart in Personio.

After completing onboarding in Remote

• Their status changes to Active in Personio.
• Personio creates their profile and fills it with information from Remote.
• They appear on the EOR homepage and in the People list.
• They appear in the Org chart (after you complete their Personio profile)

Learn more about the data synchronization between Personio and Remote.

View EOR employees

To view an EOR employee in Personio:

1. Go to the People list. EOR employees have the Employment type attribute set to External.
2. Use the Role (Remote.com) attribute to filter for EOR employees. This attribute has two values:
   • Employee: for EOR employees.
   • Company Manager: for EOR administrators.

You can also see EOR employees in the Org chart. Complete their Personio profile with details like their department, team, workplace, and supervisor. This makes them visible to all employees.

Manage EOR employees

Manage EOR time off requests

EOR employees request time off through Remote. Their approver receives the time off request in their Personio Inbox. To approve or reject a time off request:

1. Open the time off request in your Inbox.
2. Approve or reject the request.

Manage EOR employee salary information

To update an EOR employee’s salary information, you need to make changes in Remote. Salary changes relate to the employee’s contract, and Remote serves as the source of truth for this data. Personio updates the Salary tab after you make changes in Remote. 

Learn more about salary synchronization between Personio and Remote.

Terminate an EOR employee

To terminate an EOR employee, follow the offboarding process in Remote. After you finish offboarding in Remote, Personio automatically updates the termination date and reason. On the termination date, Personio sets the employee profile to Inactive.

Overview of system setup and automation

When you hire an EOR employee, Personio sets up key components to ensure consistent data. Here's what happens:

Attribute setup

Personio adds a new section called Employer of Record (Remote) to the employee profile. This section includes technical attributes needed to connect with Remote. Personio also links some of your existing system attributes to Remote. This ensures accurate and consistent information between both platforms.

Note:
Remote acts as the main source of truth for most synced attributes. If someone edits a synced attribute in Personio, the system resets it to match the data in Remote. For example, if you change an employee's name in Personio, it reverts to the name stored in Remote. Learn more about how Personio and Remote synchronize attributes.

Time off types

Personio creates time off types that match those in Remote. This setup enables the synchronization of time off data between the two platforms.

Learn more about the time off types and categories Personio creates to align with Remote.

Employee roles and access rights

Personio adds two new roles for Personio EOR:

• EOR (Remote.com) Employees: defines access rights for EOR employees.
• EOR Time off approvers: grants managers of EOR employees permission to approve time off requests.

Approval workflows

Personio configures approval workflows for all synced EOR time off types. This makes sure time off requests follow the correct process and go to EOR supervisors for approval.

Salary synchronization

Personio syncs salary information from Remote, including Annual Salary and Weekly Work Hours. Remote acts as the source of truth for these values, ensuring Personio always reflects the most up-to-date, contractually accurate data.

Learn more about how salary information syncs between Personio and Remote.

Understand data synchronization between Personio and Remote

Personio and Remote sync critical data to make sure information stays up to date and consistent across both platforms. Remote acts as the source of truth for all synced data. If anyone changes synced EOR information in Personio, the system resets it to match the data in Remote. This process ensures data integrity and prevents discrepancies between the two platforms.

Maintain data consistency

To keep data consistent, EOR employees and administrators shouldn't edit profile fields in Personio that sync with Remote. Manual updates to synced attributes trigger an automatic reset during the next sync. For example:

• If someone updates an employee's name in Personio, the system resets it to match the value in Remote.
• If someone edits synced salary fields, like Annual Salary or Weekly Work Hours, Personio reverts the changes to match Remote’s data.

This automatic reset is important for salary-related information. Salary information connects to the employee's contract. All contract-related changes happen in Remote. By ensuring that Personio reflects Remote’s data, the integration prevents unauthorized or accidental modifications and upholds contractual accuracy.

Attribute synchronization

Remote acts as the source of truth for most synced attributes. If an employee changes a synced EOR attribute in Personio, the system detects the change and resets the attribute to match the data in Remote. 

This table lists the attributes synced between Personio and Remote. Attributes always sync from Remote to Personio.

Time off types

This table lists the time off types and categories that Personio creates to align with Remote. These time off types are pre-set, and you cannot edit them.

Salary synchronization

Personio and Remote synchronize salary-related data to ensure accuracy and prevent discrepancies:

• Annual salary: Personio syncs the annual salary from Remote to the Annual Salary field in Personio.
• Weekly work hours: Personio syncs the weekly work hours from Remote to the Actual Work Hours and FTE Work Hours fields in Personio. This ensures the FTE percentage in Personio always equals 100%.
• You can update the weekly work hours in Personio, but the system resets it to match the data from Remote.