Set up and manage Personio in LearnUpon – Knowledge Base

Use Personio data to set up LearnUpon accounts

Connect Personio to LearnUpon to automatically add learners, based on Personio data.

If you use Personio to manage your HR records, you can integrate Personio with LearnUpon. Personio provides account information to set up learners' portal accounts automatically.

See the Personio website: LearnUpon is not responsible for content outside this website.

Your Customer Success Manager (CSM) or the support team adds the feature to your portal. You still need to enable it, to start using the feature.

Personio and LearnUpon: overview

Create LearnUpon accounts for everyone in Personio

Set up the Personio integration to connect your organization’s HR records to your learning portal. Personio provides basic employee attributes including:

first name
last name
email
status
hire date
termination date (optional: if available, it is linked to the LearnUpon account expiry date)
last modified

Using these minimum default attributes, LearnUpon creates accounts for all your organization’s learners. Learners receive a unique link to the email address provided, with a randomly generated password: they must change the password when the log in. The link expires after 72 hours.

Note: The integration does not send data from New Hire Date or Employment Type fields by default.

You can connect additional fields between Personio and LearnUpon. See Personio: map data fields to LearnUpon.

Set up LearnUpon accounts for a subset of Personio accounts: adding learners

If you need to add LearnUpon accounts by department, or for new hires only, or for another select group: LearnUpon can add a selected set to your organization’s learners through Invite configuration.

You choose the set by running a custom report in Personio to select the employees, and providing the report ID to LearnUpon.

You can add learners from 1 of 2 dates:

on the learners' hiring date
the date they are added to Personio - for example, Personio can add employees to their database before the learners start their first day of work

Keep portal accounts up to date automatically with changes in Personio

LearnUpon checks Personio for new user details once a day to update the portal records. Optionally, the admin can start a sync manually from LearnUpon. If any error occurs during the sync, LearnUpon sends a notification to the admin who set up the integration.

If a learner’s first name, last name or email address change in Personio, LearnUpon updates the LearnUpon version to match Personio, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the (optional) termination date in Personio.

Tip: if you don't see the learners as expected in LearnUpon you can synchronize manually. See Sync LearnUpon and Personio manually.

Track invite progress in Pending Users

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads or created through the API are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal.

Personio status and learner invitations

For Personio's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

For all other statuses like active, onboarding or leave, LearnUpon sends an invitation to the learner.

Access permissions

The LearnUpon admin who sets up the integration requires access to a Personio admin account.

Prerequisites

This feature requires access to the Personio API.

Set up API credentials in Personio

From Personio, you need to generate API credentials to connect Personio to LearnUpon.

From Personio’s Marketplace, search for the LearnUpon app. Select Connect to add the app to your Personio dashboard.
From the admin dashboard, in API credentials, select LearnUpon to generate your Personio client ID and an API credential (secret).
Copy your Personio client ID and API credential (secret) to a safe location, or directly into the portal integration.
Confirm the LearnUpon app:
- in Personal data, gives Read permissions for Custom Reports
- in Readable employee attributes, gives Read permissions for Required attributes
Save as required.

The following screenshot shows setting up the LearnUpon app in Personio with Read permissions for Custom Reports.

personio set up learnupon app with permissions.png

The following screenshot shows in the LearnUpon app, Readable employee attributes > Required attributes selected.

persionio confirm read permissions for required attributes.png

Run a custom report in Personio

To add a specific set of learners within Personio, you need to run a custom report in Personio to choose the learners based on your criteria. You use the report’s ID, shown as part of its URL, to run this in LearnUpon.

See Personio documentation: Create custom reports

The following screenshot shows a sample report URL, partly obscured, with the report ID as suffix highlighted.

Add Personio to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

After setup, you need to run Sync to start the daily synchronization. This first Sync ensures LearnUpon doesn't send any invites prematurely, and the two applications stay in sync from the start. See Sync LearnUpon and Personio manually in this article.

From main navigation go to Settings > Integrations > HR Integrations.
Select Personio.
Select + Connect.
In Connect Personio dialog, enter Client ID and Client secret from Personio.
Select Connect.

On HR Integrations, the integration appears as Active. See the following screenshot for an example.

Sync LearnUpon and Personio manually

LearnUpon synchronizes its records with Personio once a day automatically. You can prompt a manual sync - for example, after creating a new group of accounts in Personio - from your LearnUpon portal.

From main navigation go to Settings > Integrations > HR Integrations.
Select Personio.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked when you review Users.

Add all learners from Personio data

From main navigation go to Settings > HR integrations.
Select Personio.
Select Invite configuration.
From Who do you want to invite to LearnUpon? select All employees.
From When do you want to invite them? select 1 of:
- When they are added to Personio
- On their hiring date
From How to add new users? select 1 of:
1. Create as an active user and send a welcome email
2. Create as active user only
3. Create as pending user and send invitation email
Save changes to finish.

Add a set of learners based on a Personio custom report

From main navigation go to Settings > HR integrations.
Select Personio.
Select Invite configuration.
From Who do you want to invite to LearnUpon? select Only certain employees.
For Only certain employees, enter the report ID for the custom report that lists the employees you've selected.
From When do you want to invite them? select 1 of:
- When they are added to Personio
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

The following screenshot shows Invite configuration for invited learners, with a sample Report ID required, before Save changes.

Remove Personio from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select Personio.
From Personio, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

Personio documentation for reference

See:

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