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Employee Registry Sync

Isaac Oke avatar
Written by Isaac Oke
Updated over 3 weeks ago

Welcome to our Employee Registry Sync Integration guide! This article explains our system in plain language so that anyone, even without a technical background, can understand how it works and how it benefits your HR operations.

Sync your employee registry with Enboarder to include the right people, and facilitate the right actions, introductions, meetings and guidance.

Automatically…:

  • Connect to the right managers, buddies, SMEs, & mentors

  • Involve team members & important stakeholders from other teams

  • Reflect role changes & departing employees

Based on…:

  • Role, team, & geography

  • Personal attributes & interests

  • …and more

FEATURES:

  • 60+ HRIS to Enboarder sync connections - including your organizational chart and active and inactive employees.

  • Zero coding configuration - OOTB connectors that are easy to set up, maintain and scale.

  • Enterprise-grade security - Highest level of safety for your data.

  • Employee Directory done differently: Interactive overview of your people using the Connection Creator.

Important:

Before getting started, please contact Enboarder Support to enable these two features:

  • Reporting To

  • Unique Profile Field

Introduction

Our Employee Registry Sync helps you easily move and update HR information between your system and other HR tools. Our HRIS (Human Resource Information System) API connects these systems, ensuring your employee records are always accurate and up to date (with a sync every 24 hours). We designed this integration to be clear, efficient, and simple for you to use. Please note that this integration will not launch employees into workflows, it is designed to keep your Employee Registry in sync across Enboarder and your HRIS.

Overall connection and security

Enboarder has allowlisted IPs from Merge (our Integration Partner), and Merge utilize rate limits on their APIs.

Authentication between Enboarder and Merge is apikey based multi authentication (2 keys). For more details on Merge's security, you can review this here.

Key Data Types We Use

Our system focuses on the most important employee data:

  • Employees: Basic details like names, emails, and contact info.

  • Employments: Information about job roles and work types.

  • Groups: Details about departments and teams.

  • Locations: Employee addresses.

Other data such as bank details or payroll information is not included because it's either unnecessary or already available from another source.

How Your Employee Data is Mapped

We carefully match each piece of information from your HR system to the right place in your profile. Here’s a simple breakdown:

Basic Information:

  • Unique IDs:

    • External ID: The unique identifier from the external system, mapped to externalid.

    • Combined ID: A mix of the company key and employee ID, mapped to ipaasid.

  • Names and Photos:

    • First Name and Last Name are directly mapped to firstName and lastName.

    • Profile Picture: The URL for the profile image is mapped to the profile pic field.

  • Contact Details:

    • Email addresses (work and personal) are mapped to contact.email.

    • Mobile phone numbers are mapped to contact.mobile.

  • Manager:

    • The manager’s ID is mapped to mgruid if the configuration allows it.

Additional Details

  • Job Information:

    • Job title and employment type (e.g., full-time, part-time) are captured.

  • Personal Information:

    • Gender, date of birth, marital status, etc., are recorded.

  • Group Data:

    • Department, team, cost center, and business unit details are mapped from the employee’s group data.

This mapping ensures that all key details are correctly and clearly represented in your system.

Profile Fields Setup

Important:
Before you begin using our integration, make sure that your profile fields are already set up in your system under General Set Up -> Profile Fields. This setup is crucial for the proper mapping and synchronization of data. Below is a table that outlines the required fields:

MergeDev Field

Notes

remote_id

Unique identifier from external system

id

Combined ID with company key and employee ID

avatar

Profile image URL

first_name

last_name

manager

Only added if awskeys.pfv3 is true. Maps to an object with id and type

Contact Information

MergeDev Field

work_email | personal_email

mobile_phone_number | Mobile phone number

Employment & Group-based Profile Fields

Group-based Fields

MergeDev Field

Notes

team

String

DEPARTMENT

String

COST_CENTER

String

BUSINESS_UNIT

String

Employment Detail Fields

MergeDev Field

Notes

Job_Title

Source: employee.employments[0].job_title

Employment Type

Possible values: FULL_TIME, PART_TIME, INTERN, CONTRACTOR, FREELANCE

Gender

Possible values: MALE, FEMALE, NON-BINARY, OTHER, PREFER_NOT_TO_DISCLOSE

Ethnicity

Possible values: AMERICAN_INDIAN_OR_ALASKA_NATIVE, ASIAN_OR_INDIAN_SUBCONTINENT, BLACK_OR_AFRICAN_AMERICAN, HISPANIC_OR_LATINO, NATIVE_HAWAIIAN_OR_OTHER_PACIFIC_ISLANDER, TWO_OR_MORE_RACES, WHITE, PREFER_NOT_TO_DISCLOSE

marital_status

Possible values: SINGLE, MARRIED_FILING_JOINTLY, MARRIED_FILING_SEPARATELY, HEAD_OF_HOUSEHOLD, QUALIFYING_WIDOW_OR_WIDOWER_WITH_DEPENDENT_CHILD

date_of_birth

Date format: YYYY-MM-DD

hire_date

Date format: YYYY-MM-DD

start_date

Date format: YYYY-MM-DD

employment_status

Possible values: ACTIVE, PENDING, INACTIVE

termination_date

Date format: YYYY-MM-DD

ssn

String

employee_number

String

HRIS Field Name Normalization

Please note that the field names in your HRIS may look different when you view them in Enboarder. This is because when the HRIS data is pulled into Merge, the fields are "absorbed" and normalized into a standard format. The normalized field names provided by Merge are then used for mapping to Enboarder profile fields.

In other words:

  • Your HRIS system may use its own naming conventions for fields.

  • Merge standardizes these names into a consistent set of field names.

  • The standardized names are what you will see and use when mapping fields in Enboarder.

This process ensures a smooth and consistent integration experience, even if the original HRIS field names differ from what you see in Enboarder.

Keeping Your Data Up to Date

This sync will run every 24 hours. To avoid reloading all data every time, our system uses a smart update method:

  • Delta Updates:
    Only new or changed data is fetched since your last update. For example, if you last updated on March 30, 2021, only records modified after that date will be pulled.

This approach saves time and reduces the amount of data being transferred.

Tracking Changes and Logging

We believe in complete transparency, so every action is recorded:

  • API Call Logs:
    Every API call is logged.

  • Sync Summaries:
    After each update, a summary (including ID, name, email, and date) is saved as a CSV file in our secure cloud storage.

  • Database Records:
    Detailed logs are kept for auditing and troubleshooting.

This logging ensures that you can track every step of the data process, providing full accountability.

Handling Profile Updates and Pictures

Profile Updates and Deletions

  • Profile Deletion:
    If an employee is no longer active or a deletion flag is set, their profile will be removed.

Step-by-Step Data Flow

Here’s how our integration works, step by step:

  1. Notification:
    A webhook event alerts the system that it’s time to update.

  2. Queueing:
    The update job is added to a processing queue.

  3. Data Retrieval:
    Our system fetches the latest data from Merge.

  4. Processing:
    Each record is checked, formatted, and prepared for updating—whether it needs to be created, updated, or deleted.

  5. Repeat:
    If there is more data, the system continues to fetch it in subsequent batches.

  6. Completion:
    Once all records are processed, the job is marked as complete.

This flow ensures that your data remains current and reliable.

How to use in Enboarder

Important: In order to use Merge, you will need to reach out to your CSM activate your 'HRIS' tag. When activated it will look like this in Enboarder:

For the steps, we will be using workday, however the same steps apply with all integrations.

Click the tile and click 'Add Integration'

Enboarder will provide two ways of authenticate. Select whichever option you prefer

Enboarder will ask if you're an admin. If you are, confirm by clicking "I am an admin". If not, copy and share link with an admin.

The next step will show the fields that Enboarder has access to. Click "Next".

Next step you'll need to enter your credentials. Depending on the integration, they may provided further instructions on what to do. With Workday, they've provided steps on how to link your account.

Step 1 Create a Workday ISU

Step 2 Create a Security Group


​

Step 3 Configure Permissions

Step 4 Activate Security Policy

Step 5 Validate Authentication Policy

Step 6 Activate pending auth policy changes


​Step 7 Enter your Web Services Endpoint URL
​
​

You'll notice that each step has a link "Stuck? See detailed instructions with screenshots", this will take you directly to the merge help article with detailed instructions.

Once completed your integration tile should look like this

You will now be able to map fields. The Enboarder profile fields are the fields you have in Enboarder and the Remote profile fields are the fields from your integration.

FAQs

1. What is the Employee Registry Sync Integration?

It’s a system that connects your HR data with other tools, ensuring that employee records are continuously updated and accurate. You can review the security details from merge here

2. How does the API work?

Think of the API as a translator that moves data between your system and Merge. It makes sure that all the right details are shared between systems.

3. What are rate limits, and why do they matter?

Rate limits determine how many requests you can send per minute. They help ensure that the system runs smoothly and prevents overload.

4. Which employee data is included in the integration?

We focus on key details such as names, emails, job titles, contact information, department data, and addresses. Sensitive or unnecessary data, like bank details or payroll information, is not included.

5. How do I ensure that my data is kept up to date?

Our system uses “delta updates” to fetch only new or changed data since your last update, saving time and resources.

6. What should I do about profile fields?

Before using the integration, make sure your profile fields are set up under General Set Up -> Profile Fields. The required fields are listed in the table above and include Team, Department, Cost Center, Business Unit, Job Title, Employment Type, Gender, Ethnicity, Marital Status, Date of Birth, Hire Date, Start Date, Employment Status, Termination Date, ssn, and Employee Number.

7. How are HRIS field names handled in Enboarder?

The field names in your HRIS might not match the names you see in Enboarder. When HRIS data is pulled into Merge, we "absorb" and normalize the field names. These standardized field names are then made available for mapping in Enboarder. This ensures that even if your HRIS uses its own naming conventions, you’ll always have a consistent set of field names to work with in Enboarder.

8. What happens when an employee leaves the company?

If an employee becomes inactive or the deletion flag is set, their profile is removed from the system.

10. Where can I find more detailed technical information?

For those who need more technical details, please refer to our API Documentation.

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