Use this article to connect your HRIS (human resources information system), such as BambooHR, Hibob, or Workday, so Workleap adds, removes, and updates people every day. You choose who gets imported and which HRIS fields sync to Workleap, including managers.
Note: You need to be an Administrator in Workleap and an administrator in your HRIS. Connecting and configuring an HRIS happens in Workleap Classic for now.
Important: The first sync matches people by email. Before you connect your HRIS, make sure everyone you added by hand uses the same email in Workleap and in your HRIS. Otherwise, they get a second profile, and people who aren't in your HRIS are deactivated. See How does people sync work in Workleap?
What syncs from your HRIS
An HRIS sync runs once a day and updates Workleap with the people and fields from your HRIS.
People: adds people who are new in your HRIS and removes people who are no longer in it.
Fields: updates names, emails, job titles, and photos by default, plus any other HRIS fields you map, such as department, hire date, or manager.
Fields that sync from your HRIS can't be edited in Workleap. A lock icon shows next to them. Change them in your HRIS instead.
Connect your HRIS
Connecting your HRIS links your HRIS account to Workleap so the sync can start.
Log in to Workleap and go to Org settings > Integrations > People sync.
Select Connect next to your HRIS.
In the One quick detour message, select Continue in Workleap Classic. The list of integrations opens in Workleap Classic in a new tab.
Find your HRIS and select Connect.
Enter the information your HRIS asks for, then select Submit.
Connecting can take a few minutes or longer, depending on your HRIS and the size of your organization. You can leave the page while it connects. Once your HRIS is connected, its configuration page opens.
Some HRIS need extra setup
Most HRIS connect in a few minutes. Some need an extra step on the HRIS side before or while you connect, for example:
ADP Workforce Now: subscribe to the Workleap data connector in ADP.
Paycom: an extra fee and IP allowlisting apply.
Workday, SAP SuccessFactors, UKG, Paylocity, Paychex, TriNet, Darwinbox, Deel, and CezanneHR: your HRIS administrator completes some setup in the HRIS.
When you connect one of these HRIS, follow the instructions on the connection screen. If your HRIS isn't in the list, see "Limitations" below.
Choose who gets imported from your HRIS
Choosing who gets imported decides which people from your HRIS are added to Workleap.
On your HRIS configuration page in Workleap Classic, under Filter by employment status, select the types of employees to include, such as full-time employees or contractors.
Under groups, choose one of these options:
Everyone in my [HRIS name] account: imports everyone in your HRIS.
Everyone in the following [HRIS name] groups: imports only people in the groups you choose. Start typing a group's name, then select it.
Select Save, then Apply changes in the confirmation message. The first time you save, the button is Activate Integration.
Choose sync options for your HRIS
Sync options decide how the HRIS sync handles invites and people you added by hand.
Once users are created, automatically invite them to join Workleap: sends an invite to each new person the sync adds. We recommend turning this on, so new people can sign in without you doing anything.
Clean up manually-added members: removes people you added by hand who aren't in your HRIS. Leave this off to keep them.
After you change an option, select Save, then Apply changes.
Map HRIS fields to Workleap
Mapping fields decides which information from your HRIS is copied to each person's profile in Workleap.
Names, job titles, emails, and profile pictures are mapped by default and marked Recommended. To change a default mapping, select another HRIS field in its dropdown.
To map more fields, such as department or manager:
In Workleap, create the field first if it doesn't exist yet. Go to Org settings > People > People fields. For a dropdown field, you only need to add one choice. The sync adds the others.
On your HRIS configuration page in Workleap Classic, select Create new mapping.
In HRIS field, select the field from your HRIS. If it isn't listed, select + Map HRIS fields to make it available.
In Workleap property, select the Workleap field to copy it to.
Make sure Sync is on for each field you want to keep up to date.
Select Save, then Apply changes.
Fields with Sync on update every day. Turn Sync off for a field to stop updating it.
Turn on the daily sync for your HRIS
Turning on the daily sync starts syncing people from your HRIS every day.
Save your configuration on your HRIS configuration page in Workleap Classic.
Select Turn on daily sync.
Optional: to sync right away instead of waiting for the next daily sync, select Start the sync now in the Your next sync is scheduled message.
Disconnect your HRIS
Disconnecting your HRIS stops the sync. People and their information stay in Workleap.
Log in to Workleap and go to Org settings > Integrations > People sync.
Select Manage next to your HRIS, then Continue in Workleap Classic.
Open the menu in the top-right corner of the page and select Disconnect.
In the Disconnect from [HRIS name]? message, select Disconnect.
Limitations
Only one integration can sync at a time. To switch to your HRIS from another integration, turn off the other integration first.
The sync runs once a day. Changes in your HRIS show in Workleap after the next sync.
If you use Okta, preferred name, time zone, and preferred language always sync from Okta and can't be turned off.
If your HRIS isn't supported, you can sync people from Google Workspace or Microsoft 365 instead, or use the Workleap API.