HRIS Integration

In order to reduce the amount of work required to keep your employee directory up to date, you can integrate your Team Engine account with your HRIS/payroll system.

What it does:

This is a one way sync between your HRIS/Payroll system and your Team Engine directory. This means any updates made in your HRIS such as quit/fires, hires, etc. will automatically sync to Team Engine and update your directory. Additionally, this sync will pull in all of your groups and supervisor information to help you communicate with your staff easily. 

How to Integrate:

Navigate to the "Directory" tab in your Team Engine account and click on the "Sync with HR/Payroll" button at the top. 

Then select your HRIS from the drop-down menu. If yours is not listed, please enter it in the "Other" field so we can look into a possible integration with that system in the future. 

We currently integrate with: BambooHR, ADP Workforce Now, Paychex, Paylocity, UKG Pro, UKG Ready, Sage HR, Gusto, and HiBob

Next, you'll need to answer two questions:

If you answer yes to either of these questions, you'll be prompted to schedule a meeting with our team to assist you with setting up your integration.

The next steps will vary based on your HRIS/Payroll system. 

DO NOT hit submit and/or enter credentials on the next screen until the rest of the steps are complete. First, click on the step-by-step guide and follow along with the instructions specific to your system. At the end of the steps, you'll be able to copy/paste the generated credentials back into Team Engine.

Additional Note: When a user without admin privileges tries to sync data from an HRIS or Payroll system they will see the "Proceed With Setup" button disabled and a warning message indicating that they should contact their account administrator(s). 

Paylocity:

In order to integrate with Paylocity, you must fill out a form and send it to Paylocity prior to proceeding. The form is typically returned in 2 business days to integrations@teamengine.io. Form found here:

https://docs.paylocity.com/Knowledge/Partner Integration/Paylocity Web Services_Access Request.pdf

The form should have these values:

• The “Vendor/Third Party” field should be Team Engine via Merge
• The “Vendor/Third Party Contact Name” should be Dave Pacifico  
• The “Vendor/Third Party Contact Email” should be integrations@teamengine.io

Next Steps:

Once you press “submit” you will either be successful or hit an error. If successful, the sync will be working in the background, which can take 6-12 hours to complete.

Moving forward, the sync will refresh data approximately every six hours. This is important to keep in mind when sending announcements to all employees or groups. If you mark an employee as quit/fired in your HRIS and soon after send out an announcement to all employees and/or a group that includes that employee, it is possible that the quit/fired employee will still receive the message. The best way to avoid this is to wait to send out the announcement, or manually mark the employee as quit/fired directly within Team Engine.

Privacy and Security:

We understand that you may have some concerns with providing our integrations partner (Merge) as well as Team Engine with access to your data. Data privacy and access is something we take very seriously and we want you to feel comfortable and confident about integrating your HRIS/Payroll system with us. Here is Merge's end-customer terms (https://merge.dev/legal/end-customer-terms), which outline their obligations as good shepherds of your data. Additionally, here is Team Engine's privacy policy (https://www.teamengine.io/privacy-policy).

You may notice that Merge requests access to information that is not stored in Team Engine, such as pay information. Getting access to the data models needed to pull the necessary information often requires access to this additional information. For example, if we want to sync "start dates", we likely need to have access to the employee's full employment history, even though Team Engine has no use for that information. This is a limitation of these integrations and, unfortunately, out of Merge or Team Engine's hands. However, that unnecessary information never makes it to Team Engine's servers or databases, so it will not actually be visible to anyone outside of your HRIS/Payroll account.

To summarize, information that does not have a field within the employee profile in Team Engine will not be pulled over into Team Engine, even though you may be asked to give Merge/Team Engine access to that information.

If you hit any errors or have any questions, please let us know at support@teamengine.io

Sync Status:

A sync health indicator feature is available to increase your visibility and confidence about the status of your HRIS sync. You will see additional information on the HRIS sync button (at the top of your "Directory") with an icon indicating the health of the sync:

• Green = Integration is operating optimally and without issues

  

• Yellow = Delayed sync (The last sync ran more than 1.5 days ago, or the last sync was unsuccessful)

  

• Red = An admin on your account needs to reauthenticate your HRIS system

  

  
  
• Grey = A user paused your sync
• Loading icon = Active sync in progress

HRIS Import Logs

This feature provides visibility into HRIS imports. Whenever an import runs, a log is added. This will provide information about:

• What changed in your directory, and when
• Status of your integration
• Transparency into how often we’re importing information from your HRIS provider and when we encounter issues

You can access this log by clicking on the "Syncing with {HRIS} Now" button at the top of your Directory.

HRIS Sync Employee Difference Viewer 

In addition to general import logs, we’ve added the ability to see what specific employee information changed during the sync. This provides transparency so you know what exactly changed in your employee directory during the last sync. You can see content similar to the history tab of an individual employee and view updates for employee detail changes like supervisor changes, and group assignments. Additionally, you can use this viewer to see every new employee created in the import.

To view these changes:

1. Click on the "Syncing with {HRIS} Now" button at the top of the Directory.
2. Look for the "Employees Changed" column and click on the number to open the employee change logs for a specific date.

3. You'll now be viewing the employee change logs. Under the "Type" column, you will see what type of change was made (e.g., created or updated), and in the "Fields Changed" column, you will see what information has been updated.