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How do I connect my SAP SuccessFactors account?

Connect SAP SuccessFactors to Ledgy to automatically sync employee data into stakeholder profiles, including setup, permissions, and configuration.

Written by Frances Agoncillo
Updated over a week ago

Introduction

Connecting SAP SuccessFactors to Ledgy allows you to automatically sync employee data—such as names, emails, start dates, and termination dates—directly into your Ledgy stakeholder profiles. This saves time on manual data entry and keeps your cap table up to date. This article covers the SAP SuccessFactors-specific connection steps, including setup and permissions. Once connected, configuring and syncing data follows the same process as all HRIS integrations detailed in our general HRIS guide.

See How do I connect and sync my HRIS system with Ledgy? for full details on configuration and syncing.
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​Prerequisites: You need Administrator permissions in SAP SuccessFactors and Admin access in Ledgy.

Step 1: Start the connection in Ledgy

  1. In Ledgy, go to Company Settings > Data Management

  2. Find the HRIS System Integration section

  3. Click Connect

  4. Search for and select SAP SuccessFactors

  5. Click Connect again to proceed

A linking window will appear which will ask for your SAP SuccessFactors API Server URL, Username, Company ID, and OAuth credentials (Client ID and Client Secret). The next section explains how to get these.

Step 2: Retrieve your SAP SuccessFactors credentials

2.1: Find your API Server URL

  1. Your API domain depends on your region. To locate it

    1. Navigate to the SAP SuccessFactors API Servers list

    2. Filter for your environment (typically production unless using preview/demo instances)

      Screenshot 2025-08-20 at 16.07.37.png

    3. Find your location and corresponding API Server URL.

    4. Unofficial Workaround: Your API server URL typically mirrors your SuccessFactors login URL. For example, this is how your login and api server URLs would look like

      Need Help?

      If you're unsure of your API Server URL or experiencing connection issues, contact your SAP Support team. SAP recommends this approach to ensure you receive the correct API server URL for your instance.

2.2: Enter the URL into the linking flow

  1. Copy the entire URL. In this example, it would be: apisalesdemo4.successfactors.com

  2. Enter your SAP SuccessFactors API Server URL into the integration authorization component as shown below

2.3: Find your SAP Username and Company ID

  1. To find your SAP SuccessFactors username, go to the upper right hand side and click on your profile image to view your username.

  2. To find your SAP SuccessFactors Company ID, in the same dropdown menu, click "Show version information." Locate Company ID in the modal that pops up:

  3. Once you obtain your username (not email) and company ID, enter them in the linking flow as shown:

2.4: Find your SAP SuccessFactors Client ID and Secret by generating a certificate

  1. In your Admin Center, go to Tools, and search Manage OAuth2 Client Applications (If your page looks different, search for Manage OAuth2Client Applications in the search tool on your homepage)

  2. Click Register Client Application

  3. Fill out Application Name & Application URL (what actually goes in these fields is not important, except that the URL has to begin with https://)

  4. Click Generate X.509 Certificate. Fill out Common Name (the name doesn't matter) and hit Generate

  5. Once the certificate populates, download and save it. You will have downloaded a file called Certificate.pem

  6. Click Register (it will have replaced the Generate button)

  7. Back on your Manage OAuth2 Client Applications, go to the application you just created and click Edit

  8. You will now see an API key listed - this is your Client ID. Copy and save this Key.

  9. Open up the "Certificate.pem" file that you downloaded previously in a text editor. The string between ——BEGIN ENCRYPTED PRIVATE KEY——- and —-END ENCRYPTED PRIVATE KEY——- is your Client Secret. Copy the Client Secret and save

  10. Enter your Client ID and Secret into the integration authorization component as shown below:

Your SAP SuccessFactors account is now connected to Ledgy!

Default fields synced via the standard connection

Once connected, the following Ledgy fields are automatically mapped from SAP SuccessFactors via the standard integration — no additional or custom mapping is required:

Core profile fields:

  • Identifier — the field used to match HRIS records to Ledgy stakeholder profiles (configurable: Employee Number, Work Email, or Personal Email)

  • Name

  • Email (i.e. Work Email)

  • Personal Email

  • Address Line 1

  • Address Line 2

  • ZIP Code

  • City

  • Country

  • Birthdate

Employment fields

  • Start Date

  • Termination Date

  • Employment Status

  • Pay Period

  • Pay Currency

  • Employment Type

  • Job Title

  • Team

  • Work City

  • Work Country

Optional fields (require configuration in Step 4):
The following fields can also be imported but must be explicitly enabled in the Configure settings:

  • Pay Rate

  • Manager

  • Mobile Phone Number

💡 Permissions note: You do not have to grant read permissions for all of the fields listed above. If you choose not to give Ledgy read access to certain fields in your SAP SuccessFactors configuration, those fields will simply be returned as blank — no error will occur.

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​Name and Email are the minimum fields required to create a stakeholder profile in Ledgy.

Step 3: Connecting custom fields (fields outside the default connection)

If you need to sync fields from SAP SuccessFactors that aren't included in the default list above — for example, department-specific data, custom employee attributes, or any other field unique to your SAP SuccessFactors setup — you can request a custom HR field mapping.
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How it works:

  1. Contact the Ledgy Support team via the in-app chat bubble on the bottom-right or email [email protected] and let them know which SAP SuccessFactors field(s) you need

  2. Support will check whether the field is available via the SAP SuccessFactors integration API

  3. If available, Support will connect the field to your Ledgy account

  4. Once connected, go to Data Sync > Configure > Requested HR fields — you'll see the newly connected SAP SuccessFactors field listed there

  5. Create a Ledgy custom field to receive the data (if one doesn't already exist) via Company Settings > Data Management > Stakeholder custom fields > Add custom field

  6. Map the connected SAP SuccessFactors field to your Ledgy custom field in the Configure screen

  7. Click Save — the Data Sync page will update with the newly retrieved data

  8. Run a Sync to pull the custom field data into your stakeholder profiles

Once synced, the custom field data will appear on each stakeholder's profile under Custom Fields. You can also use these fields in reports, document templates, grid columns, and as "group by" options on the Stakeholders page.

Tip: During the initial SAP SuccessFactors linking flow, you'll see an option to map additional fields. We recommend clicking "Skip for now" and requesting field mappings via Support once the connection is complete — this ensures everything is set up correctly.

For full details on custom field mapping, see the general HRIS guide.

Step 4: Configure your sync settings

Go to the Data Sync page and click Configure. For full details on all configuration options, see the "Configuring your HRIS import settings" section in our general HRIS guide:


Key settings to configure:

  • Stakeholder identifier — For SAP SuccessFactors, the recommended identifier is Work Email. This is how Ledgy matches HRIS records to existing stakeholder profiles.

  • Stakeholder email — Choose which employee field maps to Ledgy's primary email.

  • Additional fields to import — Optionally import Manager, Mobile Phone Number, or Pay Rate.

    • Nb. ‘Mobile number’ will appear as invalid if the country code is not inputted in HRIS. Please add country code to HRIS entries to successfully sync mobile number - otherwise, this will need to be manually updated in Ledgy.

  • Sync-if conditions — Filter which employees are included in the sync (e.g. only active employees, or employees in specific locations).

⚠️ Important: If you already have stakeholder profiles in Ledgy

If you already have existing stakeholder profiles in Ledgy before connecting SAP SuccessFactors, you need to ensure Ledgy can match your HRIS records to the correct existing profiles. Without this step, duplicate stakeholder profiles may be created during the sync.
​

How matching works

Ledgy uses a Stakeholder Identifier to match incoming HRIS data with existing stakeholder profiles. The identifier you choose in the Configure settings (e.g. Work Email, Employee Number, or Personal Email) must be present in both:

  • The employee record in SAP SuccessFactors

  • The Identifier field on the stakeholder profile in Ledgy

If an existing stakeholder profile in Ledgy does not have a matching identifier, Ledgy cannot link it to the HRIS record and will create a new (duplicate) profile instead.
​

What you need to do

Before running your first sync, update the Identifier field on your existing Ledgy stakeholder profiles:

  1. Go to Stakeholders in Ledgy and click the Bulk button

  2. Select Natural person and click Stakeholders to download your stakeholder list as an Excel file

  3. In the Excel file, fill in the Identifier column for each stakeholder — use the Work Email or Employee number from SAP SuccessFactors (or whichever identifier you selected in the Configure settings)

  4. Upload the updated Excel file back to Ledgy

Then, in the Configure settings:

  1. Go to Data Sync > Configure

  2. Set the Stakeholder identifier dropdown to match the identifier type you used in the Excel file (e.g. Work Email)

  3. Click Save

Now when you sync, Ledgy will correctly match your existing stakeholder profiles with the SAP SuccessFactors data — no duplicates!

💡 Tip: You can update the Identifier field in bulk using Ledgy's Bulk Edit feature.
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For the full explanation of how stakeholder identification works across all HRIS integrations, see the "Choosing how to identify stakeholders" and "What happens if I have existing stakeholders?" sections in our general HRIS guide.

Step 5: Sync your data

Once your configuration is set, you're ready to sync. For full details on syncing (including test syncing, syncing all stakeholders, and ongoing synchronisation), see the "Syncing data into Ledgy" section in our general HRIS guide:

Quick steps:

  1. On the Data Sync page, review the stakeholder records pulled from SAP SuccessFactors

  2. Optionally, select a few records and click Sync Selected to test first

  3. Once verified, click Sync Now to sync all matching stakeholders

Need help? Contact our support team via the in-app chat or email [email protected]

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