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Hourly

Get an email when someone is added

You hear about each new person in Personio within the hour, with the details you've whitelisted.

Runs
Hourly
Apps
Personio
AI
Not needed
Access
persons read; whitelisted attributes

Send this to your assistant

Create a ClickRuntime automation: every hour, check Personio for newly created employees and email me their name, department, position and hire date.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A new hire in Personio sets off a chain of preparations. Someone orders a laptop, someone creates email and Slack accounts, a manager plans the first week, and the office manager sorts out a desk. When HR creates the record on a Thursday and nobody is told, the new person arrives on Monday to find nothing ready, which is a poor first impression and a wasted day.

Every hour, Personio is checked for people created since the previous run. When a new person is found, you receive an email with their details, so the person responsible for onboarding knows a hire has been entered and can start the checklist right away. Hiring managers who want to prepare a welcome, a buddy and a first-week plan benefit as well.

It helps in companies where hiring is handled by HR but equipment, accounts and welcome are handled by other teams.

What you get out of it

  • A smooth first day

    When IT and the manager know ahead of time, the laptop is ready and accounts exist on day one. New staff are productive sooner and feel that the company was expecting them.

  • Less chasing between teams

    HR does not have to message IT, facilities and the manager one by one. The email goes to whoever needs it, which cuts a recurring source of small, forgotten handoffs.

  • More lead time to prepare

    Hardware has delivery times and licenses have approval steps. Hearing about a hire the hour it is entered gives you as many days as possible to prepare. Orders placed a week early beat rush shipping every time.

  • Consistent onboarding

    Every new record triggers the same notice, regardless of who in HR entered it. The process no longer depends on one person remembering the habit of telling others. Every hire gets the same preparation, whichever recruiter or HR admin entered them.

  • A record of when hires were announced

    The email timestamp shows when the team learned of a hire. If a start date was missed, you can see whether the notice was late or the preparation was. That detail helps when you review how smooth your onboarding really is.

How it works

What happens, step by step

  1. Every hour, ClickRuntime checks Personio for people added since its last check.

  2. For each new person, you get an email with only the details you chose to share, such as department, position and hire date.

  3. It remembers when it last checked, so each person is reported once.

Before it runs live

  • Connect Personio

What you get

RunsHourly
Get an email when someone is addedtoday, 9:00Succeeded
Email · New employee: Lena VogelDepartment: Marketing Position: Content Manager Hire date: 2026-11-01

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Personio steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
new_employee_notification.pyexample
from clickruntime import on_trigger, credentials, http, state, notify, report_fetched

def personio(path, **params):
    auth = http.post("https://api.personio.de/v1/auth", json={
        "client_id": credentials.secret("PERSONIO_CLIENT_ID"),
        "client_secret": credentials.secret("PERSONIO_CLIENT_SECRET")}).json()["data"]["token"]
    resp = http.get(f"https://api.personio.de/v1/{path}", headers={"Authorization": f"Bearer {auth}"}, params=params)
    resp.raise_for_status()
    return resp.json()["data"]

def val(emp, key):
    v = emp["attributes"].get(key, {}).get("value")
    return v.get("attributes", {}).get("name") if isinstance(v, dict) else v

@on_trigger
def run(event):
    known = state.get("known")
    staff = personio("company/employees", limit=200)
    new = [e for e in staff if known is not None and val(e, "id") not in known]
    report_fetched(len(new))
    if known is not None and not new:
        return {"summary": "Nothing new"}
    for e in new:
        notify.email_me(f"New employee: {val(e, 'first_name')} {val(e, 'last_name')}",
                        f"Department: {val(e, 'department')}\nPosition: {val(e, 'position')}\n"
                        f"Hire date: {(val(e, 'hire_date') or '')[:10]}")
    state.set("known", [val(e, "id") for e in staff])
    return {"new": len(new)}

FAQ

Common questions

Does it send an email for rehires and transfers?
It notices people newly created as records in Personio. A rehire usually gets a new employment but may reuse the existing person, so it may not trigger. Your AI assistant can add a check for new employments as well.
Who receives the email?
You choose the recipients. It can be one address or a team mailbox such as IT or onboarding. Give your AI assistant who should get it and approve the updated setup before it starts sending.
Does the email show personal details like salary?
No. It includes basic details such as name, position and start date. Compensation and other sensitive fields are left out, since the email may go to people outside HR who do not need them. Those stay in Personio, visible only to HR.
What permissions does it need?
persons read; whitelisted attributes. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Get an email when someone is added” from your assistant

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