👤 This Article is for 10KC Team members.
Steps to setup a HRIS integration:
1. Share the right setup guides
2. Follow API-based implementation OR
3. Follow file-based implementation
Share the right setup guides
Use Email Template 1 if they use any of these platforms: Access People HR, Entra ID, BambooHR, Breath HR, Cezanne HR, CyberArk, Fourth, Google Workspace, Hibob, JumpCloud, Okta, OneLogin, PingFederate, Rippling, Workday.
If they don't use these platforms, send Email Template 2.
Email Template 1: Specific Platforms
Hello [FNAME],
We make it easy to manage user accounts by connecting with HRIS systems (like Oracle, Workday) and User Directory platforms (such as Entra ID, Okta).
There are two ways to connect with [HRIS/User Directory Platform]: API integration or uploading files via SSH File Transfer Protocol (SFTP).
Best Choice: Use API. It's easier to set up and keep running. Check out this guide. [Link to the right setup guide from the Help Center].
Other Option: Use SFTP for file uploads. If your system doesn't support an API integration, but can support SFTP, see this guide: HRIS Identity Management SFTP Integration.
If these methods don't suit your needs, we can look at using other systems that can act as your user directory platform.
Please let us know your preferred option so we can share more details.
Email Template 2: Other Platforms
Hello [FNAME],
We make it easy to manage user accounts by connecting with HRIS systems (like Oracle, Workday) and User Directory platforms (such as Entra ID, Okta).
There are two ways to connect with [HRIS/User Directory Platform]: API integration or uploading files via SSH File Transfer Protocol (SFTP).
Best Choice: Use API. It's easier to set up and keep running. Check out this guide.
Other Option: Use SFTP for file uploads. If your system doesn't support our API integration, but can support SFTP, see this guide: HRIS Identity Management SFTP Integration.
Please let us know your preferred option so we can share more details.
API-based implementation (WorkOS)
Overview of steps
1. Create and share WorkOS setup link
To generate the setup link need to be an admin in WorkOS, follow the steps below. If you aren't an admin, please submit a request in #product-support.
Login to WorkOS using your 10KC Google SSO credentials
Make sure you've selected the "Production" option in the menu in the top left corner. Then, navigate to the Organizations section to see all the current organizations with SSO or User Directory integrations.
Create a new organization.
Next, add the customer's name and email domains.
Under authentication settings, enable "Allow authentication from organization email domains."
After creating the Organization, go to the setup link section and click on "Create Link." Choose “Directory Sync" under "Features".
Finally, click "Next" and you're done!
Share this setup link with the HRIS admin using an email template from below. Don't forget to CC [[email protected]!](mailto:[email protected]!)
2. Send implementation steps email to customer
This email walk customers through the whole implementation process.
Please note: it’s important to get data from the customer to complete a data mapping table, which describes how to match fields from the client’s HRIS/User Directory system to member profiles on 10KC. For more details, check out "how to create a data mapping section" in this article.
Email template
Hello [FNAME],
Here's our [HRIS or User Directory Platform] integration setup guide: [Link to Setup Guide in Help Center]. It lists the essential profile fields needed for integration, and recommended additional fields for better member matches and admin reports.
Please review the details below to understand how the integration will work, and provide your feedback on the questions raised.
Thanks for all the hard work and input, everyone. Really appreciate it.
Creating New Profiles
As new employees join your company and are added to Workday, 10KC hub admins will have the capability to seamlessly invite these individuals to our platform, by using the Bulk Invites feature, utilizing data directly from your HRIS system.
Question: Are new employees automatically added to your [HRIS/User Directory]? This would ensure a hub admin would be able to select and filter for them as potential people to invite via the Bulk Invites feature.
Deleting Profiles
10KC profiles will be automatically removed with their deletion in [HRIS/User Directory]. This ensures our members base remains current and accurate.
Question: Are former employees automatically removed from [HRIS/User Directory]?
Deactivating Profiles
We can temporarily hide accounts for employees on leave. These accounts won't appear in searches, can't be messaged, and won't get 10KC communications. For this, we need a field in [HRIS/User Directory] for Employee Status, with values “active” or “inactive.” Inactive employees will be deactivated, and reactivated if their status changes to “active.”
Question: Are you able to provide a "status" field with the values of "active" and "inactive"? Will employees who go on leave be automatically marked as "inactive" in your HRIS system? Will employees who return be automatically marked as "active"?
Updating Profiles
User profiles on 10KC will be updated based on changes in [HRIS/User Directory].
After the integration is setup, if there are any new fields (e.g. “Location”) or new field values (e.g. “London” under the field “Location”), a new data mapping table has to be provided to 10KC.
Automatic updates require maintenance of your data mapping table. Review "profile updates" section of this article to understand how.
Question: How often do you expect the fields of {field 1}, {field 2}, and {field XYZ} to have new values in [HRIS/User Directory].? This would give us a sense of the scope of ongoing maintenance of the data mapping table. We should include fields that change often only if they are going to be valuable for your matchmaking criteria.
Implementation next steps
Fill out data mapping table. Use this data mapping table to show us how to match fields from your HRIS to member profiles in 10KC.
Column B: Add profile fields from HRIS that sync with 10KC (example: Management Level).
Column C: List unique attributes for each profile field.
Column G: Indicate if each field is public (visible to everyone) or private (admins only).
Complete setup using setup link. Follow the setup process using the provided WorkOS link. [Insert WorkOS link here].
3. Update hub segments to match values in data mapping table
For public segments
Make Segments from Column B
Use the unique values in Column B of the data mapping worksheet.
Navigate to: Hub Settings > Membership Configurations > Segments. Then, click on 'add segment'.
Add Values from Column C:
For each segment, include all unique field values from Column C.
To do this, go to the segment you made and select Bulk Actions > Bulk add options.
For private segments
Make Private Segments from Column B
Use the unique values in Column B of the data mapping worksheet.
Navigate to: Hub Settings > Membership Configurations > Private Segments. Then, click on 'add private segment'.
Add Values from Column C:
For each private segment, include all unique field values from Column C.
To do this, go to the segment you made and select Bulk Actions > Bulk add options.
4. Submit product support request to activate integration
In your support request please share:
The 10KC tenant URL
WorkOS organization page
Link to completed data mapping table
Features to turn on: Bulk invite CSV template generation, profile updates, profile deletions, and profile deactivations
5. 10KC engineering will turn on integration
This usually takes 1-2 business days.
6. Send final summary email to customer
Send a final email to the customer to inform them that setup is complete.
Email template
Hi team, below, I've shared a summary of how the various integration capabilities will work once they are turned on.
Profile invitations
Hub admins can send invitations using the Bulk Invites tool. They’ll be able to access the list of employees available in the your HRIS system to select and filter invitations.
Profile updates
We will automatically sync fields from your HRIS system to 10KC. You can review your data mapping table to see the mappings in detail.
Automatic updates require maintenance of your data mapping table. The process is outlined here. We agreed that you’ll provide us updated unique values for all the fields on a monthly or quarterly basis. Note: It is on the roadmap to build a feature so you can easily update these fields using the 10KC admin user interface. As we get closer to a firmer release date we can more details.
Profile deletions
We will automatically delete accounts for employees who are removed from your HRIS system. This will ensure former employees have their 10KC accounts deleted.
Profile deactivations
We will not turn on this capability until we build a feature to automatically reactivate users after they come back from leave. If you include the “status” field so we can turn this on with no further effort on your side down the line.
File-based implementation (SFTP)
Overview of steps
1. Send implementation steps email to customer
This email walk customers through the whole implementation process.
Please note: it’s important to complete a data mapping table.
A data mapping worksheet will show us how to match fields from the client’s HRIS/User Directory system to member profiles on 10KC.
The customer will fill out Column B and C. The customer may have questions about which fields they should include. As a general rule, all setup guides contain minimum and additional recommended optional profile fields. We should try to get as many profile fields as possible since that helps us create better matches for members and better reporting for admins.
The customer will also need to tell us if they want the field should be visible to members (public segment) or admins only (private segment)
After the customer completes columns B and C, we’ll need to complete columns E, F, and G.
Email template
Hello [FNAME],
10KC's SFTP integration makes it easy to manage member profiles. It works by importing CSV files that you’ll upload to a SFTP server on a set cadence (weekly, monthly, etc). Each line in the file will represent one member’s profile.
Here’s a brief overview of how it will work. Please review and answer my questions.
Updating profiles
We'll update user profiles on 10KC to match the row of data for each user in the latest CSV we receive.
Creating New Profiles
We'll invite people to 10KC when they you add a row in the CSV file representing a new profile that should be created.
Deleting Profiles
We'll remove accounts from the 10KC platform when you delete rows in the latest CSV file. Deleted accounts are removed entirely from the platform.
Deactivating Profiles
We’ll hide accounts for people who go on leave but are still active employees, like those on parental leave. Deactivated accounts don’t show up in search results, and other members cannot message them. Deactivated accounts don’t receive any 10KC communications. To set this functionality up, we need a field in the CSV that represents “Employee Status”. We expect the values “active” or “inactive. We will deactivate accounts when status changes to “inactive”. We will reactivate accounts if the status changes back to “active”.
Implementation next steps
Confirm file upload frequency. For most customers, a monthly frequency works best, although in some cases, we may recommend a weekly upload frequency.
Confirm SFTP server. See setup for full details.
Sample CSV File Creation: You’ll share a sample CSV file.
Sample CSV File Review: 10KC team will review the sample file to ensure it meets requirements.
Profile Updates Verification: Using the sample CSV file, 10KC to share list of profiles to be updated, deleted, and created in your 10KC tenant. Your team will verify.
2. Submit product support request to Engineering to create 3 files: profile invites, profile updates, profile deletions
In your support request please share:
Sample CSV file created by the customer
Tenant URL
Hub URL
CSM
Implementation Manager
3. 10KC engineering generates 3 files: profile invites, profile updates, profile deletions
Engineer will share the files with CSM, Implementation Manager, and Product Manager in the customer’s #am channel (for example, #am-bmo).
4. Share files with customers to review
You can use the email template below
Email template
Hello [FNAME],
Our straightforward validation process:
Please review "profile updates.csv" to ensure data accuracy. Check the field "Employee Status" for inactive employees. Their profiles will be deactivated.
Review "profile deletions.csv" for profiles we'll delete.
Take a quick look at "potential invites.csv" for potential user invites. Your CSM will share a plan before sending any invites.
Assuming all looks good on your end, let us know. The final step will be for you to upload a production CSV file to the SFTP server, and for the 10KC team to activate the integration capabilities on our end.
5. Update hub segments to match values in data mapping table
For public segments
Make Segments from Column B
Use the unique values in Column B of the data mapping worksheet.
Navigate to: Hub Settings > Membership Configurations > Segments. Then, click on 'add segment'.
Add Values from Column C:
For each segment, include all unique field values from Column C.
To do this, go to the segment you made and select Bulk Actions > Bulk add options.
For private segments
Make Private Segments from Column B
Use the unique values in Column B of the data mapping worksheet.
Navigate to: Hub Settings > Membership Configurations > Private Segments. Then, click on 'add private segment'.
Add Values from Column C:
For each private segment, include all unique field values from Column C.
To do this, go to the segment you made and select Bulk Actions > Bulk add options.
6. Submit product support request to Engineering to create 3 files: profile invites, profile updates, profile deletions
In your support request please share:
Sample CSV file created by the customer
Tenant URL
Hub URL
CSM
Implementation Manager
7. Engineering will receive an alert when the customer uploads the production CSV to the SFTP server
Engineering will receive an automated alert on Slack when the customer uploads a file.
8. Engineering will share a list of profile updates, profile deletions, and potential invites with CSM (or Product Support or Implementation Manager)
Engineer will share the files with CSM, Implementation Manager, and Product Manager in #monitoring-hris-files
9. CSM to upload files to 10KC platform to trigger invites, updates, and deletions.
For invites, navigate to Invite Members > Bulk Invites > Upload member profile data
For profile updates, navigate to Members > Manage Members > Actions > Edit members
For profile deletions, navigate to Members > Manage Members > Actions > Remove members from Hub