HRIS Integration

To facilitate your account setup, we have created an Integration with over 25 HRIS platforms, allowing you to easily mirror your member list in Officevibe. The Daily Sync feature will also remove any members who are no longer in your HR management system from your Officevibe account.

With the HRIS integration, you can:  

  • Complete your provisioning with the preferred HR system (user invitation & deactivation).
  • Add & Remove Members.
  • Match Members' emails, Names, Profile Pictures, and Properties. 
  • Sync properties (Company, Date of Birth, Department, Ethnicity, Gender, Hire date, Marital Status, Termination Date, Work Location).

The integration must be set up by a full Administrator of your HRIS and your Officevibe account.

If a manager no longer has a Manager role in the HRIS, they will also get demoted to a member role in Officevibe, and the team they used to manage will become a manual team.

The day of the team creation is considered “Day 1” of data collection.

The Invitation language will be sent based on the organization details default language. There is no way to personalize the invitation language for now.

Additionally, the HRIS integration syncs all employees within your employees list to Officevibe. This includes any contractors and temporary employees. 

 

How to Set up Your HRIS Integration in Officevibe

1. Activate the Integration 

To get started, go to your Organization's settings - Integrations (left-hand tab) - click on the Configure button next to the HRIS Platform option and select your platform from the list.

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You can exclude part of your workforce by selecting only some member types under "Choose which members to import."

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Once you've completed the above step, you'll be asked to enter your subdomain or credentials to proceed.

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Some HRIS may ask for an API key instead at this step. You can find detailed guides on how to acquire your API key here.

 

2. Pull properties from your HRIS fields (optional)

Certain Properties can be created by importing the values from your HRIS user pages. Simply enable the setting and select which fields you wish to import.

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3. Choose how to Activate Members

You can choose to either create Members and invite them after the sync is turned on, at a later date, or choose to create and invite your Members once the sync is turned on.

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All Members in your HRIS that have the Active status will be added to Officevibe - there is no way to pick and choose specific Teams of Members with this specific Integration.

4. Import your Teams with their hierarchy

The integration also allows your to sync your organization's hierarchy from your HRIS to Officevibe.

Due to the nature of this integration, it cannot detect your existing teams and will generate a new set of teams based on your HRIS structure. Teams will be created based on Team Managers, and a sub-teams structure will be mapped accordingly.
We recommend contacting our support team before activating this option.

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Teams will be named after the Team Manager and won't be editable manually in-app as the team remains synced with your HRIS. If a new manager is appointed in an existing team in your HRIS, a new team will be created in Officevibe. Appointing multiple managers to oversee the same team and creating separate direct reports sub-teams also won't be possible with synced teams.

 

5. Turn on the Daily Sync

You are now all set to turn on the Daily Sync. You will need to click the Save Settings button at the bottom-left to ensure the sync will run the next day effectively. 

If you prefer to activate the sync right away without waiting for it to run, you can manually push the sync by clicking on the Start Sync button. 

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A sync can always be deactivated by clicking on the red Disconnect button at the bottom.

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