A guide to Personio contract management

Can you use Personio for contract management, and if so, how does it work? Find out in this guide.

What is Personio?

Personio is a comprehensive HR software solution designed for small and medium-sized businesses. It offers functionalities across HR management, including recruitment, employee data management, payroll, and performance tracking. Personio aims to streamline and automate HR tasks, helping organizations improve efficiency and reduce administrative burdens.

Can you manage contracts in Personio?

While Personio excels in HR management, it lacks specialized features that are needed to manage HR contracts effectively. 

If you want to manage employment and HR contracts within Personio, you’ll want to consider integrating Personio with a dedicated contract management tool like Juro.

This integration empowers teams to create contracts for new employees without leaving Juro, and more. Let’s explore exactly what’s possible when you integrate Juro and Personio via Zapier, and what it means for your employment agreements.

How to manage contracts in Personio

1. Automatically create a contract in Juro when a new employee record is created in Personio

When a new employee record is added in Personio, an automatic trigger can create a corresponding contract in Juro. This is ideal for employment contracts, ensuring new hires receive their offer and other relevant onboarding documents promptly.

Example: When you hire a new software engineer, an employment contract or job offer letter is automatically generated in Juro with the necessary details synced from the employee record in Personio.

This can be set up using the trigger and actions set out below:

2. Automatically create a contract in Juro when an employee record is updated in Personio

Updating an employee record in Personio, such as a promotion, salary increase, or change in job role, can trigger the creation of a new contract in Juro. This makes it easy to ensure alignment between an employee’s status and their contract terms.

Example: When an employee is promoted to a manager, an employment contract amendment, or salary increase letter, is automatically created in Juro to reflect and formalize  their new position and responsibilities.

This can be set up using the trigger and actions set out below:

3. Automatically create a new employee record in Personio when a contract progresses in Juro

As a contract moves to a specific stage in Juro, like being signed, it can trigger the creation of a new employee record in Personio. This ensures that new hires are added to HR systems without delay.

Example: Once a sales executive's contract is signed in Juro, their details are automatically entered into Personio, ready for a fast and seamless onboarding. 

This can be set up using the trigger and actions set out below:

4. Automatically update an employee record in Personio when a contract progresses in Juro

Progressing through contract stages in Juro can update corresponding employee records in Personio. This keeps all HR information current without manual intervention.

Example: When a non-disclosure agreement (NDA) is fully executed in Juro, Personio updates the employee's record to include NDA compliance.

This can be set up using the trigger and actions set out below:

How to set up the integration

Personio’s integration with contract management platform, Juro, is quick and easy to set up, with no coding required. Here’s how you do it:

1. Sign up for Zapier: Create an account on Zapier if you don't have one.
2. Connect Apps: In Zapier, connect both your Juro and Personio accounts.
3. Choose a Trigger: Select a trigger event in Personio, such as "New Employee".
4. Set an Action: Choose an action in Juro, like "Create Contract".
5. Configure Details: Map the necessary fields between Personio and Juro.
6. Test the Zap: Ensure the integration works as expected by testing it.
7. Activate: Turn on the Zap to start automating your workflows.

Benefits of Personio contract management (via Juro)

Increased efficiency

Automating contract-related workflows significantly reduces the time spent on manual data entry and administrative tasks. Legal and HR teams can focus on higher-value activities, such as strategic planning, employee engagement, and just improving the onboarding experience in general.

For example, generating employment contracts automatically when new employees are added to Personio saves hours that would otherwise be spent on drafting and reviewing documents manually.

Reduced scope for errors

Automation minimizes the risk of human errors in contract management. By ensuring that data is consistently and accurately transferred between Personio and Juro, organizations can maintain the integrity of their records and relax knowing the data captured is accurate.

For example, automatically updating employment terms in Juro when an employee record is updated in Personio ensures that all documents reflect the latest changes without manual intervention.

Improved compliance

Automated workflows help ensure that all contracts and employee records are up-to-date and compliant with company policies and legal requirements. This reduces the risk of non-compliance and associated penalties.

For example, automatically adding NDAs to employee records when they are signed in Juro ensures that all necessary agreements are documented and accessible in Personio.

More reliable data

Integrating Personio and Juro via Zapier creates a seamless flow of information between HR and legal teams. This integration fosters better collaboration and communication, ensuring that both teams are always aligned.

For example, when a new hire's contract is executed in Juro, the information is instantly available in Personio, enabling HR to proceed with onboarding without delays.

Scalability

As businesses grow, the volume of contracts and employee records increases. Automated workflows scale effortlessly, handling more data and transactions without additional manual workload.

The integration between Juro and Personio means that a rapidly growing startup can manage a high volume of new hires and contract updates efficiently, ensuring that HR and legal teams are not overwhelmed by repetitive contract admin.

Better employee experience

Streamlined contract management processes lead to quicker onboarding and more responsive HR services, contributing to a better overall experience for employees.

It means that employees receive their contracts promptly and can start preparing for their roles without unnecessary delays. This, in turn, provides a better first impression of the company.

Want to get started?

These Zaps automate key aspects of contract management, reducing manual work for busy legal and HR teams, and improving accuracy in the process. By integrating Personio with Juro through Zapier, businesses can streamline their operations and ensure that their contract management processes are efficient and effective.

To find out more about Juro and how it can be integrated with 5000+ tools, including Personio, fill in the form below to book your personalized demo.