Connect Personio & DATEV: WHP metrics automatically instead of Excel

Why does manual data collection take so much time?

Monthly WHP reporting in most HR teams follows the same pattern: export absence data from the HR system, paste it into an Excel spreadsheet, manually calculate the sickness rate, look up the turnover rate from another file, merge everything into a third file — and the result is still never completely up to date. In many HR teams, this manual process takes several hours every month, including error correction.

The problem is not a lack of willingness to analyze, but the system architecture: WHP tool and HR system do not communicate with each other. Yet all relevant raw data is already available digitally — in Personio, DATEV HR, rexxHR, or Kombo. Integrating these systems is technically solved, the effort is one-time and manageable.

Which metrics are transferred automatically?

As soon as your HR system is connected to EasyBGM – via interface (Personio, rexx, Kombo, Factorial, Lucca) or via file import for DATEV –, the following metrics are available without manual export:

**Sickness:** Number of sick days per employee and period, broken down by department, location, and type of employment. EasyBGM calculates the rate from this and shows trends over twelve months.

**Turnover:** Entries and exits during the synchronization period. The adjusted turnover rate is calculated automatically — separated by voluntary departures and terminations for operational reasons, provided your HR system tracks this distinction.

**Headcount and age structure:** Active employees by department, age group, and length of service. Especially useful for demographic WHP planning: Which age groups are disproportionately affected by sickness? Where is there a risk of knowledge loss due to retirement in five years?

**Types of absence:** Differentiation between sickness, vacation, parental leave, and other absences — relevant to distinguish real WHP action areas from seasonal effects.

The comparison runs automatically every night and can be triggered manually at any time. Only the fields needed for the metrics are transferred.

How is data protection handled during synchronization?

Absences due to illness are health data and are especially protected under Art. 9 GDPR – this also applies to aggregated metrics if conclusions about individuals are possible. Three points are crucial for integration:

**Personal reference only where necessary:** For calculation, EasyBGM records absences per employed person – type of absence, period, and working days, no diagnoses. Only your company's administrators can see individual data; all other members see only aggregated metrics. Age groups are only displayed from a minimum size to ensure no one is identifiable.

**Record of processing activities and data processing agreement:** The connection between HR system and WHP tool is considered commissioned data processing under Art. 28 GDPR. EasyBGM provides a standardized DPA. This must be signed before the first synchronization — not as a formality, but because it bindingly regulates deletion periods and access restrictions.

**Information and traceability:** Every synchronization is logged. Employees must be informed about the processing (Art. 13 GDPR), for example by supplementing the privacy information for employees. Which legal basis applies and whether a works agreement is necessary should be clarified with your data protection officer and, if available, the works council.

What HR is allowed to analyze with health data and what not is explained in the guide Health Data in WHP.