Find the answer to frequently asked questions about API provisioning below.

Preface

This integration requires API-related software development skills.
To set up an integration, you must be a Workleap Administrator.
To pull Officevibe engagement or feedback data, visit api.officevibe.com.

Member invitation management

How do I ensure members are invited during sync?

Enable Automatic Invite in the API provisioning settings (Settings > Provisioning > API Provisioning Settings).

Can I test my integration without inviting members?

Yes. To test without inviting members:

Disable Automatic Invite in API provisioning settings (Settings > Provisioning > API Provisioning Settings).
Members are created but not invited until done manually.

How do I manually invite members?

Ensure members have access to at least one Workleap product.
Navigate to the users list (Settings > Users).
Select the users you want to invite.
Click the ellipses menu.
Select Invite.

Note: Enabling Automatic Invite doesn't re-invite users already in Workleap.

Administrator and manager role assignment

Can I manage Administrator and Executive Manager roles via API provisioning?

No. These roles must be manually assigned via the platform.

What happens if an Administrator is missing from the members.csv file?

Active Administrators aren't deactivated.
Created or invited Administrators aren't deleted.
To remove an Administrator, modify their permissions or manually delete their account.

CSV file management

How are the CSV files populated?

Data is imported from an HRIS or other employee directory.

Tip: Use a script to regularly update and sync CSV files.

Do the CSV files support special characters?

Yes. Characters like "ñ" and "í" sync properly.

How do I update team names without losing data?

Ensure teams exist in Workleap and introduce a unique externalTeamId.
Sync once using teams.csv with existing team names.
Sync again with updated team names while keeping the same externalTeamId.

Can I keep teams in Workleap but not include them in the CSV files?

No. Teams missing from the CSV files are removed.
Exception: Rule-based teams are unaffected by API provisioning.

I already have a provisioning integration with Workleap's legacy API; does my existing script still work with the API provisioning?

Yes, however, you must generate a new API key.

Note: Although API provisioning is designed to work with our legacy API's CSV file format, we strongly recommend updating your script files to ensure your integration works as intended.

Segments and properties

Can I create segments using API provisioning?

No. Segments cannot be created, edited, or deleted via API provisioning.

Can I create new properties and property values?

API provisioning can assign values to existing properties.
New property values must be created manually before you can assign them.

Testing and error handling

Can I test API provisioning before launching it into production?

Yes. Request a sandbox environment at support@workleap.com.

Common error messages

Error message	Solution
Access denied due to invalid subscription key	Use a valid key for an active subscription.
API key is not valid	Ensure the key hasn’t been revoked.
Missing required CSV files	Pass valid `members.csv`, `teams.csv`, and `team-mappings.csv` files.
Error syncing CSV files	Check file validity and format.

Automatically update team assignments

What happens when team assignments change?

If changes are made in the HRIS and the API syncs the CSV files, updates are applied automatically at the next sync.

Minimize manual work

Use scripts to update the CSV files from your HRIS.
Schedule the API provisioning PowerShell script using a Windows-scheduled task.

Required IDs in CSV files

What are the external IDs in the CSV headers?

ID type	Description
Member ID	Unique ID for each member (`externalMemberId` in `members.csv`).
Team ID	Unique ID for each team (`externalTeamId` in `teams.csv`).
Sub-team ID	Used to assign sub-teams (`externalSubteamId` in `team-mappings.csv`).

Note: Avoid using a manager’s name as a team ID, as changing IDs may create a new team and lose historical data.

Assign members, managers, and sub-teams

Assign a team member

Column	Value
externalTeamId	Team’s ID from `teams.csv`
externalMemberId	Member’s ID from `members.csv`
externalSubteamId	(Leave empty)
isMember	TRUE
isManager	FALSE

Assign a team manager

Column	Value
externalTeamId	Team’s ID from `teams.csv`
externalMemberId	Member’s ID from `members.csv`
externalSubteamId	(Leave empty)
isMember	FALSE
isManager	TRUE

Assign a sub-team

Column	Value
externalTeamId	Parent team's ID from `teams.csv`
externalMemberId	(Leave empty)
externalSubteamId	Sub-team's ID from `teams.csv`
isMember	(Leave empty)
isManager	(Leave empty)