In this article, you will learn how to enhance the planning of interviews in Personio by integrating your company calendar. This enables you to take into account the availability of interview participants as well as the availability of rooms whenever you schedule an interview. That way you can book suitable time slots directly from Personio. Other than that all absences added to Personio will be synchronized automatically with your corporate calendar.
Connecting your calendar to Personio
Your company calendar needs to be connected only once. The setup of the integration can only be performed by employees with administrator rights. In addition, the cooperation with the administrator of your company calendar/with your IT admin will be necessary.
First, navigate to Settings > Calendars > Calendar Integration.
The calendar integration has two functionalities: Planning recruiting interviews while using the integrated conference rooms and synchronizing all added absences to your corporate calendar. Both functions are directly linked and cannot be integrated separately.
Events in your calendar for which the visibility is set to private will by default be displayed as not available to other users in Personio. However, if you wish to display the details of private events in Personio, you can select the checkbox Show private event details on the Personio calendar. This will make the event details visible to all recruiters.
After clicking on Connect Calendar, you will be asked to select the provider of your company calendar.
To learn more about the compliance and security standards of this integration, please visit our Community (currently German only). We have summarized the most important points for you (Please note, that the Community Post is only available in German language).
Selecting your company calendar
Personio currently supports integrations with three different calendars:
- Google Apps
- Microsoft Office 365
- Microsoft Exchange
The next step is to select the Google or Microsoft calendar your company uses and proceed with the setup.
Connecting your Google Calendar
If you have chosen to connect your Google calendar to Personio, you will now be redirected to the appropriate Cronofy connection page. The next step is to install the Cronofy app on your GSuite domain. You can download the app here.
Once Cronofy is installed, you can proceed with the setup process by entering your Google email address and password.
Please note that this requires a Google Admin account.
After you sign in with your credentials, the Google Calendar integration is completed.
Connecting your Microsoft Calendar
You have the option to connect your Office 365 or Microsoft Exchange calendar to Personio. Select one of the two Microsoft calendars.
Next, please enter your Microsoft email address and password. In addition, enter the email address of the user who is registered with the Application Impersonation role. This role is required to perform the integration with an Office product. For example, you can assign the impersonation role to a service account.
Once you have confirmed that you wish to connect your account, the calendar integration is complete.
Synchronization of existing data
During the inital synchronization with the calendar provider all current users and rooms will be authenticated. This may take a few minutes.
After the process is completed, you can check how many of the employees and rooms have been synchronized successfully by navigating to Settings > Calendars > Calendar Integration in your Personio account. Additionally, this overview page allows you to disconnect the currently connected calendar from your Personio account.
Adding new Rooms and Employees
If you add new rooms to your calendar, it is necessary to synchronize them manually with Personio. New employees will be authenticated automatically.
The successful synchronization of the rooms is indicated by an information icon. If you add new rooms under your company domain, you have to synchronize them with Personio by clicking on Sync rooms under Settings > Calendars > Calendar Integration. This step has to be performed manually.
Whenever you add new employees to your company domain, they will automatically be authenticated in Personio. In case the synchronization fails, you will receive an error message. Subsequently, the corresponding employee can be synchronized again with Personio under Settings > Calendars > Calendar Integration > Sync employees.
You do not need the assistance of the company calendar administrator or an IT admin to add rooms and employees to the calendar.
Prerequisites for the synchronization of employees
The following conditions must be met to ensure a successful synchronization of your employees with the company calendar and Personio:
- The users’ email addresses must already exist on the authenticated domain.
For example: The company Personio has authenticated its calendar under its domain personio.com. As a result, all users with email addresses ending in @personio.com are authenticated automatically. However, if there is an external recruiter with an email address ending in @hiringhelp.com, this address would not get validated.
- The employees must already exist in the company calendar/have a company email address. For example, if new users are added to Personio before their account is created in your calendar program, an error message will appear.
If an employee has been added to the company domain after an initial error message, he must be synchronized again with Personio.
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