Once configured and activated, Workleaps’s automated HRIS integrations retrieve the following every 24 hours:
Added and removed users.
Updated user properties.
Note: You must be an Administrator in both Workleap and your HRIS to link your accounts.
Note: You can only have one active user provisioning integration at a time in Workleap.
Caution: When setting up an HRIS integration for the first time, make sure that the email address of any user who was manually added to Workleap matches their email address in your provisioning source.
During the initial sync, Workleap cannot update existing users' email addresses.
After the initial sync, user email addresses will be kept up to date automatically with each daily sync.
Step 1: Connect an integration
To connect an HRIS integration in Workleap:
Open Settings and select Provisioning from the side menu.
Find the HRIS you want to integrate and select Connect.
Enter the requested authentication info and select Submit to connect Workleap to your HRIS.
The time it takes to establish an initial connection varies greatly depending on the HRIS and the size and complexity of your account.
Feel free to leave the page, as that won't affect the connection.
When the connection between Workleap and your HRIS is established, you'll be taken to the integration configuration page if you still have the page open.
Step 2: Configure an integration
See the sections below to configure your integration. When finished, select Save configurations to save your choices. Your saved configurations will apply to the next daily sync with Workleap.
Choose users to import
Filter by employment status
Check the box next to all Employee types you wish to include in Workleap daily syncs.
Filter by group membership
Everyone in my HRIS account - If selected, your complete user list from all your HRIS groups is synced daily with Workleap.
Everyone in the following HRIS groups - If selected, all users from the specified HRIS groups are synced daily with Workleap. To specify an HRIS group, start typing the group's name in the text box and select it from the drop-down list that appears.
Step 3: Configure property mapping
Note: Once an HRIS integration is activated, properties sync every 24 hours.
Configure target fields
If you didn’t map which HRIS fields you’d like Workleap to access when connecting your HRIS integration, you’ll need to select them now.
Select the three dots button in the top right corner of the HRIS integration settings page (Settings > Provisioning > View Settings) and select Manage [HRIS] integration.
Select the HRIS fields that you want Workleap to access, and save your changes.
Add a brief description to help you find the field later (optional but recommended).
Map system properties
The 13 system properties appear at the top of the Configure property mapping section.
Some system properties (e.g., user names, job titles, emails, and avatars) are synced and mapped by default once you've enabled the integration.
These system properties have the Recommended label.
To change the default property mapping, select the drop-down and choose the desired HRIS field to map.
Map custom properties
Before mapping custom properties in the integration, make sure you've created the properties in Workleap and mapped them to a field in your HRIS.
New custom property values are automatically detected and added to the integration settings page.
To add new custom properties in Workleap:
Open Settings and select Properties from the side menu. and
Add all properties you want to map from your HRIS.
For choice properties (i.e., drop-down lists), you only need to add a single choice; the integration adds the rest for you when syncing with your HRIS.
On the HRIS integration settings page, select Create new mapping.
Select a field in the HRIS field column to map to Workleap.
If you do not see a field, it may not be configured correctly. Select + Map HRIS fields to add the field.
Select a property from the Workleap property column to map the HRIS field to.
If you do not see a property, it may not have been added yet. Select + Create a new property to add a property.
Choose fields to sync
All properties with the Sync toggle enabled are synced with the HRIS every 24 hours. To avoid syncing a property, disable the Sync toggle next to it.
Step 4: Map your teams
Note: You can map teams automatically by setting up a dynamic structure in Workleap.
Activate the toggle to map your HRIS groups to your Workleap teams. When you map an HRIS group to a team, users from the selected group(s) will automatically be added to or removed from that team in the next daily sync. Note that rule-based teams might not sync directly and require dynamic membership configurations.
To map a group to a team, select the drop-down in the HRIS group column and start typing the desired group's name. When it appears, select the group from the list.
Note: You can map multiple HRIS groups to the same Workleap team.
Note: A user's Direct Manager determines their position in Workleap Pingboard's org chart.
Deactivate an HRIS integration
To deactivate an active HRIS integration:
Open Settings and select Provisioning from the side menu.
Select View settings next to your active integration.
Select the three dots button in the upper right-hand corner, then Disconnect.
Confirm that you want to disconnect the active integration in the pop-up.
When the integration is disconnected, you'll be directed to the provisioning selection page.
Note: Deactivating an HRIS integration won't remove any user data already in your Workleap account.
View sync history
Your sync history shows a log of your active HRIS integration's daily syncs.
To access your HRIS integration's sync history:
Open Settings and select Provisioning from the side menu.
Select View settings next to your active integration.
Select View sync history in the upper right-hand corner.
You must have an active HRIS integration for the View sync history button to appear.
View a sync report
Sync reports show an in-depth breakdown of every individual sync action from a specific daily sync. Select an entry from your sync history to open the sync report for that date. Select Add filter to filter the report by outcome or data that changed since the last sync.
Tip: The sync report's Details column describes each sync action. If a sync action fails, check here to see what went wrong.
Note: If Workleap is actively syncing with your HRIS, the sync status shows as pending. You can't view or export a sync report until the sync is complete.
Export a sync report
You can export sync reports as a CSV file. To do so, navigate to the sync history page and select Export next to the sync report you wish to export.
Will my users get a notification?
Activating a user provisioning integration won't cause Workleap to send any notifications to your users. However, if you've turned on automatic invites, all users created through the daily sync will get a Workleap invitation email as usual.