Here in this guide we will show you how to setup the HR Sync
1. Access the Integrations Page
- Start: Begin from the main dashboard of the Workwize platform.
- Locate "Settings": Find the "Settings" section. This may be represented by a gear icon or a similar symbol. Click on "Settings".
- Find "Integrations": Within the "Settings" menu, look for the "Integrations" option and click on it.
2. Enable the Integration
- Locate the Integration: On the "Integrations" page, scroll until you find the card labeled "HR or Directory Sync".
- Click "Enable": You will find an "Enable" button directly on the card. Click this button to start the integration process.
Setting up the connection on API Deck
Once you click "Enable," a modal window from our vendor, API Deck, will appear. This window will allow you to connect your Workwize account to your HRIS system.
Steps to Take in the API Deck Modal Window
- Find your HRIS system: API Deck aims to unify the API of more than 150 HRIS systems, so you should be able to find yours on the list.
- Add your credentials: Once you have found your HRIS system, you will need to enter your credentials to connect it to Workwize.
- Follow the setup guide (if available): Most HRIS system connections have a setup guide available within the API Deck modal window. Be sure to follow these instructions carefully to ensure a successful connection.
- Close the modal window: Once you have completed the setup process in the API Deck modal window, close the window by clicking the "x" button in the top right corner.
Continuing the Setup Process
After closing the API Deck modal window, you will be able to continue setting up HR or Directory Sync on the Workwize platform.
Per Connection Permissions guide
Diagnostics page
After closing the API Deck modal window, you will be directed to a diagnostics page on the Workwize platform. This page will fetch all of your employees and check their data for any errors or warnings.
Understanding Errors and Warnings
- Common Errors and Warnings: You may see errors or warnings on the diagnostics page, such as:
- Missing personal email: If your HRIS system does not provide personal email addresses for your employees, you will see a warning that this data will not be synchronized. Additionally, if you choose to sync by personal email, some employees may not be present.
- Missing data affecting filters or mappings: Other warnings may indicate that some employee data is missing, which could affect filters or mappings in a later step. For example, employees missing a department will not be mapped correctly if you choose to map by department.
- Insufficient permissions: These errors or warnings most commonly occur because Workwize does not have all the required permissions to access your HRIS system data.
Resolving Errors and Warnings
- Review HRIS system documentation: To resolve errors or warnings related to missing data or insufficient permissions, you may need to consult the documentation for your HRIS system.
- Adjust HRIS system permissions: You may also need to adjust the permissions granted to Workwize within your HRIS system.
- Refresh the diagnostics page: Once you have made any changes to your HRIS system permissions, you can click the "Refresh" button on the diagnostics page to see if the errors or warnings have been resolved.
Patience is Key
The diagnostics process may take a few moments to complete, depending on the number of employees you have. Please be patient while the data is fetched and analysed.
Filtering Employees (Optional)
The filters section is optional and allows you to selectively synchronise specific employee data based on various criteria.
Using the Filters
- Click "Add Filter": Click the "Add Filter" button to begin creating a filter.
- Choose a Filter Type: Select the type of data you want to filter by from the available options, such as:
- Employment role
- Job location
- Address location
- Departments
- Select the Inclusion Type: Choose how you want to apply the filter using the inclusion type options:
- Include: Only synchronise employees who match the selected criteria.
- Exclude: Synchronise all employees except those who match the selected criteria.
- Specify the Filter Values: Define the specific values to be used for the filter. For example, if filtering by department, you would select the department(s) to include or exclude.
Understanding Errors and Warnings
- Missing department information: You may encounter a warning stating that some employees are missing department information. This could lead to unexpected filtering results.
- Disabled save button: If all employees lack department information, the "Save" button will be disabled, preventing you from saving the filter until this issue is resolved.
Resolving Errors and Warnings
- Fix connection permissions: To address these issues, you may need to go back to the previous step (Diagnostics) and refresh the data by clicking the "Refresh" button. This can sometimes resolve data inconsistencies caused by insufficient connection permissions.
- Review HRIS system: If refreshing the data doesn't help, consult your HRIS system's documentation or support to ensure the necessary data is being provided to Workwize.
Additional Notes
- Filters are applied after the initial data fetch from your HRIS system.
- You can add multiple filters to create more complex filtering rules.
Assigning employees to teams
In this step, you will determine how employees are assigned to Workwize teams. You have two options:
1. Mapping Employees to Teams:
- This option allows you to dynamically assign employees to teams based on specific criteria from your HRIS system.
- Choose a Target Field: Select the HRIS system field that will be used to determine team assignment. This field could be departments, contract type or country of residence.
- Map HRIS Values to Workwize Teams: Define how each value in the chosen target field corresponds to a specific Workwize team. For example, you can map the "Sales" department in your HRIS system to the "Sales" team in Workwize.
- Ongoing Updates: If an employee's target field value changes in your HRIS system, their Workwize team assignment will automatically update according to your mapping rules.
- Manual Adjustments: If you manually move an employee to a different Workwize team, they will be automatically moved back to the team dictated by the mapping rules during the next synchronisation.
Important Notes:
- Missing Target Field Information: If some employees lack the chosen target field information, you will see a warning message.
- Incomplete Data: If all employees lack the target field information, you will be unable to proceed with this mapping method.
- Resolving Missing Data: To address missing data, go back to the Diagnostics step (Step 1) and refresh the data by clicking the "Refresh" button. This might resolve inconsistencies caused by insufficient connection permissions. If refreshing doesn't help, consult your HRIS system's documentation or support to ensure the necessary data is being provided to Workwize.
2. One-Time Team Assignment:
- This option assigns all employees to a single, default Workwize team during the initial sync and does not consider any HRIS system data.
- Manual Assignment: After the initial sync, you can manually assign employees to different Workwize teams as needed. These manual assignments will not be overridden by subsequent synchronisations.
Choosing the Right Option:
The best option for you depends on your specific needs and how you want your HRIS system data to be reflected in Workwize team assignments.
- Choose mapping if you want employees to be dynamically assigned to teams based on specific HRIS system data and keep their team assignments updated automatically.
- Choose one-time assignment if you want all employees to be placed in a single team initially and manage team assignments manually afterward.
Configuring additional settings
This step allows you to configure various settings related to how employee data is synchronized and managed in Workwize.
1. Invitation Email:
- Enable/Disable: Choose whether or not to send an invitation email to new employees when they are synced into Workwize.
2. Email Syncing:
- Select Email Type: Choose the email address to use for syncing employee data:
- Work Email: Use the employee's work email address, if available.
- Personal Email: Use the employee's personal email address, if available.
- Switching to Work Email: If you choose to sync by personal email, you can optionally enable the option to automatically switch employees to their work email address on their starting date.
3. Synchronisation Delay:
- Enable Delay: Choose to delay the synchronisation of employees by a specified number of weeks.
- Before or After: Select whether you want to delay the sync before or after the employee's starting date.
- Example: If you set a delay of "3 weeks after" the starting date, employees will be synchronised into Workwize three weeks after their official start date.
Important Notes:
- Missing Personal Email Information: If you choose to sync by personal email and some employees lack this information, you will see a warning message.
- Disabled Next Button: If all employees lack personal email information, the "Next" button will be disabled, preventing you from proceeding until this issue is resolved.
Resolving Missing Personal Email Information:
To address missing personal email information, you may need to:
- Consult your HRIS system: Ensure that personal email addresses are being collected and provided to Workwize through the HRIS system integration.
- Update HRIS system: If necessary, update your HRIS system to collect and provide personal email addresses for your employees.
Preview and review
The final step provides a preview of the synchronisation process, allowing you to review the following details:
- Employees to be Created: This section lists all employees who will be created as new users in Workwize during the synchronisation.
- Employees to be Merged: This section lists any existing Workwize users who will be merged with corresponding employees from your HRIS system. Merging ensures that duplicate employee profiles are not created.
Reviewing the Preview Data
- Carefully review the listed employees to ensure the information is accurate and that the intended actions (create or merge) are correct.
- If you identify any errors or unexpected results, you can go back and adjust the previous settings (filters, mappings, etc.) as needed.
Once you are satisfied with the preview, you can proceed with the actual synchronisation by clicking the "Sync" button.
Additional Notes:
- The preview data is a representation of the upcoming synchronisation and may not reflect real-time changes made in your HRIS system after the preview generation.
- It is recommended to run the preview again before initiating the actual synchronisation, especially if there have been significant updates in your HRIS system.