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⭐ Available on the following plans: Pro, Agency, Business
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Personio is one of the most popular applicant tracking systems worldwide. With our integration, you can map Heyflow fields to Personio fields and track Heyflow responses as new candidates in Personio.
Important to note
❗ All Heyflow blocks that you want to map to properties in the integration need to have a System label set.
❗Personio only allows each email address to be used once per Job Position.
If an email address already exists for the selected Job Position, the integration will not be able to add the new response. Updating existing applications is not supported. In this case, the owner of the flow will be notified by email.
Setup
Connecting your account
Within your heyflow, go to “Integrate” and then to the tab “Response Handlers”
Go to Personio and click on “Add account”. A pop-up window will appear and ask you to provide your Personio API key.
Give your integration a name. This helps you to identify the account if you use multiple accounts.
Insert the Company ID and Access token from your Personio account and click on Add account.
🔎 Where to find your credentials in Personio?
Follow the instructions below, to get all necessary information for the integration.
Login to your Personio account.
Go to Marketplace and Connected integrations.
Click on Recruiting Integrations to find your Company ID and Access Token.
Mapping data fields
Select the following Personio target: Job Applications.
Choose a Heyflow field and map it to the corresponding field in your integration. You can select from:
built-in fields like Heyflow ID, Referrer, URL (with parameters), or A/B test ID and version;
a static text input to send fixed values (e.g. an identifier that will only be sent to the integration);
or any input field from your flow.
Repeat this process for all relevant fields and click on “Save changes” afterward.
And that’s it, you will now receive your responses within Personio as candidates!
❗ Currently, only standard Personio fields can be used in the integration. Mapping to custom fields is not supported at this time.
🔎 You can only forward individual file uploads, as each upload generates a single link. If you need to collect multiple files, you can add multiple Upload blocks to your flow. Learn more about Uploads here.
Assign candidates to a specific Personio job posting
You can assign candidates to a specific Personio job posting by sending the Job Position ID.
Step 1: Find the job ID
The Job Position ID is found in Personio itself. Open Recruiting from the sidebar and find the relevant job under Jobs. As soon as you open the job in, you can find the numeric identifier in the URL, in this example 2028881.
Step 2: Insert information in Heyflow
To send the Job Position ID in your response, we need to set it up in Heyflow and map the corresponding field to the field Job Position ID in the Personio integration as described before.
If you're using a single job posting in your flow, you can prefill the job ID information in a static text directly in the Personio integration and map it to the field Job Position ID.
If you are using multiple job postings in one flow, you can simply insert the Job Position ID as the system label for each option:
Tracking URL Parameters
If you want to pass URL/UTM parameters from your flow to Personio, you need to set up a hidden input field to capture the data. Once set up, you can map these input fields to corresponding fields in your response handler of choice.
The UTM parameters will then be automatically passed along with each response—without your visitors noticing. 🚀
Troubleshooting
If something goes wrong with your integration, an automatic email notification will be sent. The message includes the flow ID, response ID and a description of the error returned by your integration.
💡For a list of common issues and general recommendations, check out the Troubleshooting Guide for Response Handlers.