Lanes & Planes offers you the possibility to import and update certain user data of your employees directly and automatically from the HR system Personio to Lanes & Planes.
In this article you will learn what is needed to set up the interface and how the user import works.
1. Set-Up of your user import integration with Personio and Lanes & Planes
Are you interested in having your employees' master data automatically imported and updated from Personio to Lanes & Planes? Then please let your contact person in Implementation or Account Management know.
1.1 Set-Up within your Personio company account
To set up the Personio to Lanes & Planes interface, the following settings must be made in the Personio company account:
1.1.1 Create attribute lanes-planes_enabled
To create the attribute lanes-planes_enabled, please go to Settings > Employee Information > Public Profile in the Personio company account and then click the Add an Attribute button on the right. (See also Personio's Help Center article "Creating custom sections and attributes").
Create the new attribute as shown in the following screenshot. (Attention! It is absolutely necessary that the attribute is named exactly lanes-planes_enabled and the selection option is named exactly yes. The attribute must not have any other selection options except the yes option.
1.1.2 Generate Personio keys via API credentials and assign attributes to Personio keys
To generate the Personio keys, go to Settings > API credentials > Generate new credentials in your Personio company account.
You will see the following page now:
Set the data for the new credentials as follows:
Choose a meaningful name for the Lanes & Planes integration, e.g. Lanes & Planes user data import and update
Select Lanes & Planes from the drop-down menu.
- Personal Data:
Here, check the Read option in the Employees / Employees section.
- Readable employee attributes:
Please be sure to select the following 5 attributes:
- First Name
- Last Name
- Cost Center
Afterwards, click on Generate new credentials.
The newly generated credentials are now visible as follows:
Please copy the Client ID and Client Secret and paste this information of the Personio keys in the Lanes & Planes company account as described in point 1.2.1 Store your Personio keys
1.1.3 Assign attribute lanes-planes_enabled to users
You can now decide for yourself which of your employees in Personio should also have a user account with Lanes & Planes and be synchronized, by assigning the attribute lanes-planes_enabled to the corresponding employee.
To assign the attribute lanes-planes_enabled to an employee, please go to the user's user account and click on Edit on the right side.
Now choose the option yes for attribute lanes-planes_enabled.
If you do not want to synchronize an employee with Lanes & Planes in the future anymore, please remove the yes value from the lanes-planes_enabled attribute.
You can quickly add the attribute lanes-planes_enabled with value yes to all your employees in Personio with the following steps. Go to the employees section, tick all employees and click on Actions > Edit attribute
Now select attribute lanes-planes_enabled with value yes and click submit.
1.2 Set-Up within your Lanes & Planes company account
1.2.1 Store your Personio Keys
Once Lanes & Planes has enabled the Personio user import feature for your organization, an extra button called Manage Personio Keys will appear in the Settings & Policies section of your Lanes & Planes company account. (Access to this page is available to Lanes & Planes users with administration rights).
Please click on Manage Personio Keys.
You will now be asked for your Personio Client ID and your Personio Client Secret. How to generate and look up your Personio Keys is explained in 1.1.2 Generate Personio keys via API credentials and assign attributes to Personio keys
Now enter the Personio keys here and click Save:
1.2.2 Set automatic user upload/update - (de)activate automatic user invite - choose default manager
You find these settings in Settings & Policies > General Settings.
Decide yourself if you would like to activate the automatic user import/update for your organization. If this setting is enabled, Lanes & Planes pulls the data from Personio every 6 hours automatically. Likewise, you can actively trigger the import of user data yourself in the User management section by clicking the Pull users from Personio-button.
You can also decide if you would like newly created users in Lanes & Planes to receive their invitation emails automatically or not, by setting deactivate automatic invite of all new created users to yes or no.
Most Lanes & Planes customers use organization-wide user settings that require a manager to be assigned for each traveler. If this is not the case for your organization, you can ignore this section.
If your organization-wide user settings in Lanes & Planes require the assignment of a manager, please select a user as the default manager from the drop down menu and click Save. The correct manager can be reassigned to new users afterwards. The default manager is only assigned to newly created users. If a user already has a different manager assigned, this manager will not be overwritten with the default manager through an import.
2. Synchronization of user data from Personio to Lanes & Planes
2.1 Imported attributes / user master data
The following user master data can be imported and updated from Personio to Lanes & Planes via the interface:
- First and last name
- Email address
- Cost center(s)
- User account active/inactive
There are various reasons why only these attributes/employee master data are transferred.
For example, the Lanes & Planes user role would have to be created in Personio's system first. Since Lanes & Planes roles can change, this does not ensure that you have up-to-date data in your Personio system for the import. This would force the synchronizing organization to maintain Lanes & Planes-specific attributes in Personio.
Similarly, the supervisor in the Personio system is not the same as the manager in Lanes & Planes, as supervisor/manager responsibilities for specific tasks often vary between the two systems. Again, the synchronizing company would need to additionally maintain Lanes & Planes-specific attributes in Personio at all times.
Also, not all companies store the date of birth of their employees, so it cannot be ensured that this attribute is available for import.
2.2 Timing of synchronization
The up-to-date user data from Personio is automatically imported and updated every 6 hours via the interface to Lanes & Planes in the setting automatic user import/update is enabled. You can control whether or not new users should automatically receive an email invitation to register with Lanes & Planes (see 1.2.2 Set automatic user upload/update - (de)activate automatic user invite - choose default manager).
Likewise, you can actively trigger the import of user data yourself in the User management section by clicking the Pull users from Personio-button.
2.3 Information of previous imports
The Previous Personio user imports-link in the company account will take you to the overview of your company's previous user imports.
If you click on Details, you will get more details about which users have been newly created or updated by the import and you can directly click on the respective user account at Lanes & Planes.
2.4 Further information about the synchronization
Manual changes of user data in Lanes & Planes user accounts
Please note that manual changes to the Lanes & Planes user account of name, gender, cost center(s) and active/inactive user account are automatically overwritten once a day with the data stored and submitted in Personio. (Exception: Change of email address)
If you plan to change an employee's email address in Personio, please change the email address in your Lanes & Plans account before doing so. Otherwise a new user would be created with the changed email address and the existing user would be deactivated, since our system can only uniquely identify an employee by their email address. Please make absolutely sure that the stored email address of the employee in Personio, already exists. If you synchronize users with Lanes & Planes who have non-existent email addresses, the user will not receive any emails from Lanes & Planes, even if the email address is subsequently created by you.
If cost centers are transferred from Personio that are not yet stored in the Lanes & Planes company account, they will be newly created in the Lanes & Planes company account. Therefore, please always make sure that the cost centers in Personio and Lanes & Planes are identical, otherwise unwanted, additional cost centers may be created in the Lanes & Planes company account.
Multiple Invoice Profiles
If you are working with multiple invoice profiles in Lanes & Planes, please note that users are assigned the default invoice profile. If a user has multiple invoice profiles or a different invoice profile than the default invoice profile, the correct invoice profile must be assigned directly in the Lanes & Planes user account. Assigned Invoice profiles of existing users are not overwritten by a new user import.
If you have defined a default manager for the import based on your organization-wide user settings, please make sure that you assign the correct manager to the newly created user afterwards directly in the Lanes & Planes user account.