You may wish to integrate new legal entities into your Personio account later on as your company grows, expands or acquires other companies. This article describes how to best incorporate new employees and processes into your account setup.
1. Needs analysis
As a first step, analyze the new legal entity's structures in detail to obtain a comprehensive overview of the processes it relies on. Next, decide how to best map the legal entity to Personio based on existing organizational needs. In this process, we suggest you ask the following questions:
- Will the new legal entity structure be adapted to your Personio account?
- Or will you adapt your existing configurations in Personio to the new legal entity's structures?
This strategic decision should be made right at the start of integrating one or several new legal entities. The following table provides you with several points you may wish to consider in your analysis and which may affect your account settings:
| Question | Possible implications in Personio | |
|
Employee |
Will new types of employment be added? e.g. employees covered by collective agreements, freelancers, student trainees or apprentices |
|
| Absence rules |
Will there be different rules for leave or the granting of leave? |
|
| etc. |
2. Implementation planning
Develop a schedule for implementing the integration that takes the following points into account:
| Human resources | Planning internal human resources for collecting and preparing data and configuring the account |
| Legacy systems | Does the new legal entity work with other legacy HRIS systems that will be superseded? |
| Stakeholder analysis | Which stakeholders need to be included in integrating the new legal entity? |
| Scheduling | Avoiding critical periods such as the end of the financial or payroll year or leave periods |
| Process definition | New process definitions or integration with existing processes such as onboarding, hire, ongoing changes, payroll preparation, resignations, etc. |
| Communication with employees | Preparation of appropriate internal communications and supporting change management |
| Rollout | Planning of training requirements and training materials for HR managers, recruiters, supervisors and/or employees |
3. Implementation
Several preparatory steps need to be completed before you can start adjusting your account settings in line with the findings from your needs' analysis.
Activate legal entities
If you have not used the legal entity functionality before, activate it for your Personio account in Settings > Company.
To assign employees to a legal entity, bulk-edit the Legal entity attribute from the Employee list or import Excel data.
Import new employees
Follow the first steps of your initial account setup to integrate new employees into your Personio account. Pay special attention to the preliminary payroll area, especially if you haven't previously managed legal entities in your preliminary payroll yet. Ensure that all attributes that may affect standard reports or preliminary payroll are maintained with accurate dates:
| Attribute | Implications |
| Legal entity | Each employee must be assigned to a legal entity to be included in the preliminary payroll. |
| Status | Only internal employees are included in the preliminary payroll. |
|
Payroll group |
Different payroll periods can be defined for different payroll groups. |
Note
Historical data may need to be updated. This can be done via the employee history.
4. Communication and rollout
Integrating new legal entities and employees means (partially) rolling out Personio again. Use our tips and resources to facilitate the activities you conduct internally supporting this change process. These are the same as for the initial Personio rollout.