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How do I connect my Darwinbox account?
How do I connect my Darwinbox account?

This guide will outline the steps needed to link your Darwinbox account with Ledgy and configure the sync between the two platforms.

Support Team avatar
Written by Support Team
Updated over 4 months ago

What is your integration use case?

Use case 1: I have not created any stakeholder profiles in my Ledgy account.

1. Contact your Darwinbox representative to obtain your API credentials

In preparation for accessing your Darwinbox data, please reach out to your Darwinbox representative to obtain the following information:

  • User ID

  • Password

  • API Key and Dataset Key for All Active Employees

  • API Key and Dataset Key for All Inactive Employees

To access fields corresponding to employee data via Darwinbox's API, please request the following fields to be enabled for your master API:

  • "group_company",

  • "employee_id",

  • "department_name",

  • "designation_name",

  • "first_name",

  • "last_name",

  • "cost_center_id",

  • "cost_center_name",

  • "cost_center_effective_from",

  • "date_of_activation",

  • "latest_modified_timestamp",

  • "department_code",

  • "group_company_code",

  • "business_unit",

  • "business_unit_code",

  • "company_email_id",

  • "personal_email_id",

  • "personal_mobile_no",

  • "direct_manager_employee_id",

  • "gender",

  • "full_name",

  • "marital_status",

  • "date_of_birth",

  • "date_of_joining",

  • "employee_status",

  • "employee_type",

  • "date_of_exit",

  • "current_address",

  • "current_address_line_1",

  • "current_pin_code",

  • "current_city",

  • "current_city_code",

  • "current_country",

  • "permanent_address",

  • "permanent_address_line_1",

  • "permanent_pin_code",

  • "permanent_city",

  • "permanent_country",

  • "permanent_city_code",

  • "base_office_location",

  • "location_area",

  • "location_type",

  • "office_location",

  • "work_area_code",

  • "office_state",

  • "office_country",

  • "office_city"

If you want to access custom fields from Darwinbox in your Ledgy account, please request the fields to be enabled in your master API.

2. Connect Darwinbox with Ledgy

First, go to Company Settings > Data Management > HR system integration > Connect.

Scenario 1: Existing connection

If you’re already connected — there is nothing to do! Feel free to jump to ‘Configure your HRIS field import into Ledgy’

If you are connected, but wish to adjust your API key permissions or change HRIS provider, please ‘disconnect’ and follow the new connection instructions, or reach out to customer support.

Scenario 2: Establishing a new connection / no existing connection

2.1 Select Darwinbox from the HR system logo picker and click the Connect button

2.2 Enter your Darwinbox account's subdomain

After you confirm that you are an Admin and agree to the terms, you must enter the subdomain of your Darwinbox account, and click next.

2.3 Enter your credentials

Enter your User ID and the password, and click next.

2.4 Enter your API and Dataset Keys

Enter your API and Dataset Keys for your active and inactive employees in the corresponding fields, and click next.

You’ll be given the option to map additional HR field mappings from your HRIS into Ledgy. Hit ‘Skip for now’ and request additional field mappings via the in-app chat, once linking is complete.

3. Configure your HRIS field import into Ledgy

You need to configure the fields before initiating sync. Hit ‘Configure’ to open up the modal below. You are able to change the configuration later and at any future point.

Nb. please close & re-open the modal to first load the configure screen. Loading may take up to 5 minutes.

3.1. Stakeholder identifier should be a unique identifier and the value should exist for all employees in HRIS. In Darwinbox's case, the identifier can be "Employee number”, “Work email” or "Personal email".

Merge field recommended to use as "Stakeholder Identifier"

-> Corresponding HR field that maps to recommended "Stakeholder Identifier" by Merge field (type)

Employee Number ("employee_id" in HRIS)

employee_number (string)

Work Email ("company_email_id" in HRIS)

work_email (string)

Personal Email ("personal_email_id" in HRIS)

personal_email (string)

  • If you already have stakeholders in Ledgy, please see FAQ below.

3.2. Stakeholder email: Choose which employee field to map to Ledgy’s primary email.

3.3. Additional fields to import allow you to optionally import any of the following fields:

  • Manager

  • Mobile Phone Number

  • Pay Rate

3.4. Hover over the “❓ Some basic stakeholder fields” to see the default fields mapped from HRIS into Ledgy

3.5. If there are additional fields you wish to map to Ledgy from your HRIS, please click the link to reach out to support and request new HR field mappings via chat.

3.6. You can add "Sync if" conditions to specify which employees to sync in Ledgy.

⚠️ Note: filters are additive, meaning that stakeholders must match all conditions for a rule to apply to them. You can use ‘OR’ conditions to select multiple values for a given filter. For example: you may want to sync employees across multiple countries, and of multiple groups.

4. Syncing stakeholders into Ledgy

Once you have setup the configuration, you can sync stakeholders. Hit ‘sync’ to preview stakeholders that will be created or updated in Ledgy.

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.

Use case 2: I have already created stakeholder profiles in my Ledgy account.

1. Contact your Darwinbox representative to obtain your API credentials

In preparation for accessing your Darwinbox data, please reach out to your Darwinbox representative to obtain the following information:

  • User ID

  • Password

  • API Key and Dataset Key for All Active Employees

  • API Key and Dataset Key for All Inactive Employees

To access fields corresponding to employee data via Darwinbox's API, please request the following fields to be enabled for your master API:

  • "group_company",

  • "employee_id",

  • "department_name",

  • "designation_name",

  • "first_name",

  • "last_name",

  • "cost_center_id",

  • "cost_center_name",

  • "cost_center_effective_from",

  • "date_of_activation",

  • "latest_modified_timestamp",

  • "department_code",

  • "group_company_code",

  • "business_unit",

  • "business_unit_code",

  • "company_email_id",

  • "personal_email_id",

  • "personal_mobile_no",

  • "direct_manager_employee_id",

  • "gender",

  • "full_name",

  • "marital_status",

  • "date_of_birth",

  • "date_of_joining",

  • "employee_status",

  • "employee_type",

  • "date_of_exit",

  • "current_address",

  • "current_address_line_1",

  • "current_pin_code",

  • "current_city",

  • "current_city_code",

  • "current_country",

  • "permanent_address",

  • "permanent_address_line_1",

  • "permanent_pin_code",

  • "permanent_city",

  • "permanent_country",

  • "permanent_city_code",

  • "base_office_location",

  • "location_area",

  • "location_type",

  • "office_location",

  • "work_area_code",

  • "office_state",

  • "office_country",

  • "office_city"

If you want to access custom fields from Darwinbox in your Ledgy account, please request the fields to be enabled in your master API.

2. Connect Darwinbox with Ledgy

First, go to Company Settings > Data Management > HR system integration > Connect.

Scenario 1: Existing connection

If you’re already connected — there is nothing to do! Feel free to jump to ‘Configure your HRIS field import into Ledgy’

If you are connected, but wish to adjust your API key permissions or change HRIS provider, please ‘disconnect’ and follow the new connection instructions, or reach out to customer support.

Scenario 2: Establishing a new connection / no existing connection

2.1 Select Darwinbox from the HR system logo picker and click the Connect button

2.2 Enter your Darwinbox account's subdomain

After you confirm that you are an Admin and agree to the terms, you must enter the subdomain of your Darwinbox account, and click next.

2.3 Enter your credentials

Enter your User ID and the password, and click next.

2.4 Enter your API and Dataset Keys

Enter your API and Dataset Keys for your active and inactive employees in the corresponding fields, and click next.

You’ll be given the option to map additional HR field mappings from your HRIS into Ledgy. Hit ‘Skip for now’ and request additional field mappings via the in-app chat, once linking is complete.

3. Configure your HRIS field import into Ledgy

You need to configure the fields before initiating sync. Hit ‘Configure’ to open up the modal below. You are able to change the configuration later and at any future point.

Nb. please close & re-open the modal to first load the configure screen. Loading may take up to 5 minutes.

3.1. Stakeholder identifier should be a unique identifier and the value should exist for all employees in HRIS. In Darwinbox's case, the identifier can be "Employee number”, “Work email” or "Personal email".

Merge field recommended to use as "Stakeholder Identifier"

-> Corresponding HR field that maps to recommended "Stakeholder Identifier" by Merge field (type)

Employee Number ("employee_id" in HRIS)

employee_number (string)

Work Email ("company_email_id" in HRIS)

work_email (string)

Personal Email ("personal_email_id" in HRIS)

personal_email (string)

3.2. Stakeholder email: Choose which employee field to map to Ledgy’s primary email.

3.3. Additional fields to import allow you to optionally import any of the following fields:

  • Manager

  • Mobile Phone Number

  • Pay Rate

3.4. Hover over the “❓ Some basic stakeholder fields” to see the default fields mapped from HRIS into Ledgy

3.5. If there are additional fields you wish to map to Ledgy from your HRIS, please click the link to reach out to support and request new HR field mappings via chat.

3.6. You can add "Sync if" conditions to specify which employees to sync in Ledgy.

⚠️ Note: filters are additive, meaning that stakeholders must match all conditions for a rule to apply to them. You can use ‘OR’ conditions to select multiple values for a given filter. For example: you may want to sync employees across multiple countries, and of multiple groups.

3.7. Update your stakeholders:

  1. To edit your stakeholder in bulk, go to Stakeholders > click the "Bulk" button

  2. Select "Natural person" > Click on the "Stakeholders" button to download your stakeholder list

  3. Add the unique identifier (Employee ID or Work email) for each stakeholder from your HRIS Platform in the Identifier column in the Excel file

  4. Upload the Excel file back to your account

4. Syncing stakeholders into Ledgy

Once you have setup the configuration, you can sync stakeholders. Hit ‘sync’ to preview stakeholders that will be created or updated in Ledgy.

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.

FAQ

Which HRIS fields are mapped into Ledgy?

By default, we now map more data from your HRIS into Ledgy, and you can select from optional fields to also map into Ledgy.

Fields mapped by default (Simple)

  • Identifier

  • Name

  • Email (i.e work email)

  • Personal Email

  • Address Line 1

  • Address Line 2

  • ZIP Code

  • City

  • Country

  • Birthdate

  • Group Name

  • Start Date (not visible on stakeholder modal)

  • Termination Date (not visible on stakeholder modal)

  • Employment Status (not visible on stakeholder modal)

  • Pay Rate (not visible on stakeholder modal)

  • Pay Period (not visible on stakeholder modal)

  • Pay Currency (not visible on stakeholder modal)

  • Employment Type (not visible on stakeholder modal)

  • Team (not visible on stakeholder modal)

Nb. Depending on the requested fields in the master API, some default fields will not be mapped.

For fields that are not supported by default by your HRIS, please follow FAQ for “How do I setup HR field mappings from my HRIS into Ledgy?”, to request the field mapping via support chat. You can then map the field mapping into a Ledgy custom field.

Why can I only see partial data for my synced stakeholders?

Oh no! Possible reason:

If this issue cannot be resolved by adding the fields to your master API or by adding the missing field via a custom field (see FAQ for “How do I setup HR field mappings from my HRIS into Ledgy?”) - you can manually input field value in Ledgy for a Stakeholder, or via bulk excel.

How do I setup HR field mappings from my HRIS into Ledgy?

Customer support via in-app chat - after linking flow

Simply skip the step in the linking process, and reach out to support via the in-app chat bubble to request more HR field mappings. Once added, you will see the HR field mapping appear in the configure screen - ready to be mapped to the Ledgy custom fields created.

HRIS Fields Not Accepted by Ledgy

• Racial or ethnic origin

• Political affiliation

• Religious affiliation (including tax elections)

• Trade union membership

• Genetic or health data (including medical records)

• Biometric data

• Data on sex activity or sexual orientation (does not include gender)

• Criminal records or background check information

• Banking or payment information (including credit card, IBAN)

• Credit rating

• License or passport numbers

• US social security number

For data protection reasons, we want to avoid storing this information in Ledgy. But if you need the information in your Ledgy account, we can make an exception. Please reach out to [email protected] and explain your reasons.

What are Ledgy custom fields?

Ledgy stakeholder custom fields are company-wide fields that you create in Ledgy. They exist on each stakeholder. Now, you can create your own HR field mappings (see above) and sync them into Ledgy custom fields.

They can be used as variables for document templating and in reports, as grid columns, and as “group by” options for your stakeholders in Ledgy, and more.

What if I already have stakeholders in Ledgy, and now want to sync with HRIS?

Ledgy requires a Stakeholder identifier to match existing stakeholders in Ledgy with employees in HRIS. If no identifiers exist in Ledgy and the names do not match 100% between your HRIS platform and Ledgy, then duplicates may be created in Ledgy in the syncing process.

If you have created your stakeholders without your HRIS platform in your Ledgy account and now wish to connect your HRIS platform, please follow the steps to ensure that the sync doesn't create duplicate stakeholders.

Update your stakeholders:

  1. To edit your stakeholder in bulk, go to Stakeholders > click the "Bulk" button

  2. Select "Natural person" > Click on the "Stakeholders" button to download your stakeholder list

  3. Add the unique identifier (Employee ID, Work email, or Personal email) for each stakeholder from your HRIS Platform in the Identifier column in the Excel file

  4. Upload the Excel file back to your account

Correct mapping:

  1. Follow the step 1 and step 2 in the integration process

  2. Go to Company Settings > Data Management > HR System Integration > Click the "Configure" button

  3. Map the name of the identifier that you added in the Excel file with the Ledgy field "Stakeholder identifier"

  4. Click the "Save" button to save the mapping

Now you can sync Ledgy with your HRIS platform, and we will not create any duplicates!

Can I still use this page without connecting my HRIS?

You can still use the Data Management page to manage your stakeholder’s custom fields.

What happens when an employee is terminated on the HRIS?

When syncing Ledgy with your HRIS, terminated employees are not automatically recognised as terminated by Ledgy. Thus, if not specified otherwise, Ledgy will prompt you to create or update them.

There are different options for managing the terminated employees:

  • Add a "Sync if" condition such as sync if "status" = "active" → this will exclude the inactive/terminated employees from the sync. However, this will not automatically delete the terminated stakeholders from Ledgy if they had already been previously created (learn more about deleting stakeholders or revoking portfolio access)

  • Sync the terminated employees to Ledgy, and assign them to a stakeholder group such as "Ex-employee" or "Alumni"

  • Delete the terminated employees from your HR management platform → this will prevent the terminated stakeholders from being created or synced in the future. However, this will not automatically delete the stakeholders from Ledgy if they had already been previously created (learn more about deleting stakeholders or revoking portfolio access

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