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

This article explains how employee data syncs from Personio to Loket. Correctly managing this data is the foundation of an accurate and efficient payroll run.

Understand how the employee data sync works

Who is synced?

For an employee's data to be included in the sync, all the following conditions need to be met:

• The employee is assigned to a legal entity that has the Loket integration enabled.
• The employee's Status is Active.
• The attribute Consider in NL payroll is set to Yes.

Once the above conditions are met, you need to complete several mandatory attributes (for example, Employee number - Loket, Income number) so the integration can explicitly determine what person to update.

Tip:
To see a list of all employees currently included in the sync, go to Organisation > People list. Filter for the three conditions above.

What is synced?

• The integration syncs the employee data that is effective at the moment you run the sync. 
• Future-dated changes are ignored until they become effective.
• The integration syncs a defined set of attributes. Consult the overview of the supported attributes.

Example: You run the sync on March 15th. An employee's address is scheduled to change on March 20th. The sync on the 15th still sends the old address. Only a sync on or after March 20th sends the new address.

How the integration handles retroactive changes

The integration partially supports retroactive changes made in Personio. If you make a change with an effective date in the past, the integration syncs this new current state to Loket on the next sync.

However, it's important to understand that most employee attributes in Loket don't store a history (they are "date-less"). The sync simply updates the field in Loket to match the current value in Personio.

Example: An employee's street is incorrectly listed as "Main St". On March 15th, you correct it to "Central Ave" in Personio with an effective date of January 1st. The next sync updates the street field in Loket to "Central Ave", overwriting "Main St". Loket doesn't retain a record that the street was previously "Main St".

How are employees matched?

The integration uses the Employee number (Loket) to identify employees.

• If a match is found: The integration recognizes this as an existing employee and updates their Loket profile with any new data from Personio.
• If no match is found: The integration assumes this is a new hire and creates a "concept employee" in Loket.

Note:
Employees can have different employments and income relations (Income number) in Loket. See below for change of employment or income relation in Loket.

Manage the employee lifecycle with the Loket integration

Before reading further, check what employee attributes the Loket integration supports.

Manage new joiners (also known as starters)

The process for new joiners involves steps in both Personio and Loket.

Part 1: Add the new joiner in Personio

• Add new joiner: Add the new employee in Personio for the Legal Entity using Loket.
• Include in payroll: Set the attribute Consider in NL payroll to Yes and assign an Employee number (Loket).
• Complete the employee profile: Complete all their details (attributes and compensations), paying special attention to the attributes in the Loket section of their profile.
• Resolve validations: Check for and resolve any validation errors that appear for the new employee.
• Run the sync: Once the employee's Status becomes Active, run the data sync.

Part 2: Hand the process off to your Payroll Administrator in Loket

The sync creates a concept employee in Loket. A confirmation message then appears in your sync results (under Payroll > Last sync > Sync results).

Inform your Payroll Administrator to complete the final step to make the employee active for payroll. Your Payroll Administrator needs to:

1. Log in to Loket and go to the Create new employee screen.
2. Select the new hire from the Concept employee dropdown list.
3. Complete any remaining required fields in the Loket profile to finalize the setup.

Part 3: Sync again to sync compensation data

For concept employees, the integration only syncs employee data and base salary (basic wage) from Personio. 

Once your Payroll Administrator creates the final employee in Loket, run the sync again to sync the other compensation data (recurring and one-time compensations). 

The concept employee confirmation message no longer appears in the sync results when you sync data for a final employee.

Manage existing employees

For all active employees included in the sync, any changes made to their supported attributes in Personio update their profile in Loket on the next sync.

Note:
Empty fields overwrite data. The sync includes blank fields. If you delete the data from a mapped attribute in Personio (for example, you remove a personal email), the sync also clears that data from the corresponding field in Loket.

Manage employment or income relationship changes

In some cases, your Payroll Administrator may need to create a new employment for an employee directly in Loket. To sync Personio with this new employment:

1. Wait for your Payroll Administrator to create the new employment in Loket. They provide you with a new Income number and Start date/Employed date.
2. In Personio, update the Entry date (current employment period) and Income number attributes to match the new employment in Loket.

The next sync links to and updates the new employment in Loket.

Manage terminations (also known as leavers)

The integration doesn't support the full termination process, as Loket may require several follow-up processes (for example, final severance pay). 

Coordinate with your Payroll Administrator on terminating employees. Read how to terminate an employment in Personio. Note that:

• The person is still included in the sync with Loket as long as they meet the conditions outlined in the who is synced section above. However, if a person is already terminated in Loket - even if the termination date is in the future and they are still active in Personio - the person is not included in the sync anymore. 
• If an employee's status in Personio is already Inactive, they're no longer included in the sync. You need to handle their termination manually in both systems.

Once the person is terminated in Personio, coordinate with your Payroll Administrator on terminating their employment in Loket.

Check validation errors

Before you can run a sync, the integration validates the data for all included employees.

You can't run a sync if there are unresolved validation errors. To check all employees with errors: 

1. Go to Payroll.
2. Select the legal entity. 
3. Click the People tab and look for employees with tasks.
4. Either fix the data errors or set Consider in NL payroll to No for the employee to exclude them from the sync.

Next steps

Learn to sync compensation data, and get an overview of the attributes supported by the integration.