Integrating your Human Resources Information System (HRIS) with WorkFlex is the best way to seamlessly transfer employee data onto our platform. By connecting your HRIS, you ensure that your employee information is up-to-date and consistent across all systems, enhancing efficiency and reducing the risk of errors. This guide will walk you through each step of the integration process.
Supported HRIS platforms
The Integrations page currently lists the following HRIS tools as active integrations:
Personio
HiBob
SAP SuccessFactors
Workday (Standard and Custom reports)
BambooHR
rexx systems (marked "Extra charges")
Factorial
ADP Workforce Now (marked "Extra charges")
Entra ID
Deel
Okta
HRworks
SD Worx
Your HRIS is not included? Please read below how to request a new HRIS integration.
To begin the integration, the HR admin goes to Admin management > Company settings > Integrations, opens HRIS Tools and clicks Connect next to the HRIS platform. Guide opens the matching Help Center article.
Note: You can only activate and use one integration at a time. To use another one, disconnect the currently connected integration first.
Step 1:
Follow the steps in the guides below on your HRIS system.
Workday: follow the standard guide or the custom reports guide.
Personio: follow the steps in this guide.
HiBob: follow the steps in this guide.
SAP SuccessFactors: follow the steps in this guide.
BambooHR: follow the steps in this guide.
Factorial: follow the steps in this guide.
ADP Workforce Now: follow the steps in this guide.
Entra ID: follow the steps in this guide.
Deel: follow the steps in this guide.
Okta: follow the steps in this guide.
HRworks: follow the steps in this guide.
SD Worx: follow the steps in this guide.
Step 2:
In WorkFlex, go to Company settings > Integrations, click Connect on your HRIS and choose your settings. The following animation shows these steps:
Each HRIS platform has specific integration steps, and we have provided detailed video tutorials to assist you:
Personio Integration:
SAP Success Factors Integration:
HiBob Integration:
BambooHR Integration:
Employee data management settings
When integrating your HRIS with WorkFlex, you have two options for managing employee data transfers:
Option 1: Transfer all employee data at once
If you choose to transfer all employee data at once, make sure the following settings are enabled:
Invite employees: Automatically invite employees to WorkFlex when they are added to the HRIS. If this option is disabled, you will need to manually import employees after the integration.
Sync employee profile data: Automatically fill in and update employees' profile information to ensure it is always up-to-date.
Deactivate employees: Automatically deactivate an employee's WorkFlex profile when they are deactivated in the HRIS.
Set employee invite conditions: Define conditions for inviting new employees. Enter the criteria you want to use to filter the invite process, and WorkFlex will send an invite email only to employees who meet those specified conditions.
Note: For the initial setup of this integration, please contact WorkFlex support so we can verify that all manual settings are configured correctly and that the filtration works as intended.
Option 2: Transfer selected employee data
If you prefer to manually import employees and invite them to WorkFlex, follow these steps:
In the left-hand menu, go to Employee management.
Click Invite employees.
Select “Invite Employee from [HRIS Platform]” from the dropdown menu.
Choose the employees you want to invite and click “Invite.”
All selected employees will receive an invitation email, and you will receive a confirmation email once the invites are sent.
Key Information on data synchronization
Required data: The minimum data required includes first name, last name, status, employment type, email, department, and cost center. Employees must be active in the HRIS to be invited to WorkFlex.
Synchronization frequency: Data synchronization between HRIS and WorkFlex occurs every four to six hours. Any changes made in the HRIS will be reflected in WorkFlex within this timeframe.
Source of truth: The HRIS is considered the source of truth, meaning it will always update and override employee information in WorkFlex.
Note: If there are any additional fields in your HRIS that you would like to map to the WorkFlex profile, please coordinate with us beforehand.
Sync WorkFlex documents back to your HRIS
You can have WorkFlex upload documents automatically to the employee’s profile in your HRIS, so you don’t need to upload them there manually. This applies to the following documents added in WorkFlex:
A1/CoC certificates
Posted Worker Directive documents
Visa documents
How to turn it on
In your HRIS, create a document folder called WorkFlex. All synced documents will be stored in this folder.
In WorkFlex, go to Admin management > Company settings > Integrations and open the configuration window of your HRIS ([HRIS] & WorkFlex configuration).
Turn on Sync WorkFlex documents back to HRIS and click Done.
Good to know
Only documents added after both steps are complete are synced. Documents that were added in WorkFlex before that are not uploaded to your HRIS.
WorkFlex can’t replace documents that already exist in your HRIS. When a document is updated, the new version is added as a separate file next to the previous one.
Request new HRIS Integration
Under Company settings > Integrations, the section Integrations available on request lists further HRIS tools that are not active yet. To request one of them, click Request an integration on that tool. We will consider your request in our roadmap.
Need help?
For further assistance, please refer to the video tutorials or contact our support team. We're here to help you ensure a smooth and successful integration!
Note:
Employee data is synced only from your HRIS to WorkFlex, not vice versa. The one exception is documents: you can choose to sync WorkFlex documents back to your HRIS.