Workleap user provisioning makes it easy to integrate your HRIS (Human Resource Information System) into Workleap.
Once integrated, Workleap pulls the following data from your HRIS every 24 hours and updates your account accordingly:
- Added and removed users (including contractors and temporary employees).
- Updated user properties.
- User names, email addresses, and profile pictures.
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.
Authentication with Merge
To establish a seamless connection to your HRIS, Workleap uses a third-party authentication API called Merge. That just means that Merge helps Workleap integrate your HRIS and securely access your account's user data. Although Merge is an important part of HRIS integration, you don't need to sign up or do anything besides what's outlined in this article.
Provisioning selection page
The provisioning selection page is the default view after selecting Provisioning from the Workleap settings side menu. From here, you can see all the third-party products you can integrate with your Workleap account. Use the search bar to search for a product by name.
Set up an integration
To set up a new HRIS integration:
- Open Settings and select Provisioning from the side menu.
- Find the product you want to integrate and select Connect.
- Use the search bar to search for the product by name if necessary.
- Enter the requested authentication info and select Submit to connect Workleap to your HRIS.
- The time it takes to establish a connection varies greatly depending on the HRIS and your account's size.
- When the connection between Workleap and your HRIS is established, you'll be taken to the integration configuration page.
Configure an HRIS 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.
Tip: Don't want to wait? To start a sync immediately, select Start sync now in the Your sync is pending message that appears after you save new configurations.
Choose members 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.
Sync your users' properties
Activate the toggle to include your HRIS properties in the daily sync. If activated, all detected properties and their type are shown and included by default. If you wish to remove properties from being synced, uncheck their box.
Map your teams
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.
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.
Disconnect an HRIS integration
To disconnect 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: Disconnecting 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.