Use Case

Personio (ATS & HR Management System)

Personio is an all-in-one HR system designed specifically for small and medium-sized enterprises. It offers functions for applicant tracking (ATS), employee management, performance management, onboarding, and payroll. Its core function as an ATS is to capture applicant data and guide it through the recruitment process.

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Specific challenges

Challenges with Personio

Different data formats: Personio contains very detailed data about applicants, which differs from the data formats in payroll systems such as Sage. For example, applicant information must be converted into a payroll-relevant format to be smoothly integrated into payroll systems.
Manual data transfers: Without automation, much data (such as personal information, contract data, salary settings) must be manually transferred from the ATS to the payroll system. This often leads to errors.
Multi-level approval processes: Personio integrates various approval levels (e.g. for hiring), which often cannot be directly transferred to payroll systems. This can lead to inconsistencies if employee data is manually transferred only after the approval processes have been completed.

Challenges with Sage

Strict compliance requirements: Sage Payroll must ensure that all payrolls comply with legal requirements (e.g. social security and tax regulations). Data transferred from systems such as Personio must therefore be complete and correct, as errors here can lead to serious compliance issues.
Complex payroll calculations: Sage not only calculates salaries, but also bonuses, allowances and deductions (e.g. taxes, social security contributions) based on complex rules. If data from Personio is not transmitted precisely, this can lead to incorrect payroll calculations.
Data security: As a payroll system, Sage processes sensitive personal data (e.g. bank information, tax data). During integration, it must be ensured that all transferred data is encrypted and secure.

Save over €15,000 and 250 hours of HR effort – every year.

Challenges in integrating Personio and Sage

The data that Personio collects is often not directly suitable for payroll purposes. For example, applicant data is structured differently than data for payroll accounting. A transformation of the data is necessary here.

In Personio, contract data and salary information must first go through several approval processes before they can be transferred to Sage. Manual transfer delays the process and increases the risk of errors.

In both systems, there are different user roles and access rights. Ensuring that the right people see and process the right data is essential for secure and efficient integration.

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How the HR autopilot helps

Automatic Data Format Adjustment

The HR autopilot converts the applicant data collected in Personio into a format-compliant scheme that Sage requires for payroll. This ensures that all relevant data is transmitted completely and correctly.

Seamless Synchronization

The autopilot automates the transfer of all relevant contract and salary data as soon as the approval processes in Personio are completed. This prevents manual errors and ensures that payroll in Sage is correct and timely.

Data Security

All data transfers are encrypted by the HR autopilot, so that sensitive payroll information is securely transferred from Personio to Sage.