Ledgy integrates with several major HR Information Systems (HRIS). Users of these HR management platforms can easily import and adjust their stakeholder data with a couple of clicks.
This article explains the native integration of the HRIS platforms BambooHR (native), Persionio (native), HiBob (native), Humaans (native), and Lucca (native).
Please read this article if you are looking for our 40+ updated and non-native integration with other HRIS platforms, like CharlieHR and many more!
1. Preparing your HRIS account for integration
Step 0 for extra security (if you'd like, you may skip this step and proceed to step 1):
An API Key is associated with a specific user and has the same access levels and permissions as the user who created it (e.g. if you create an API key as an Admin, the API key will have an Admin access level). As such, for an additional level of security, we advise creating a new "Non-Employee User" within your BambooHR account with a "Custom Access Level" that allows to view, but not to edit or add new data. To do so, please follow the steps below:
Log in to BambooHR as an administrator
Go to Settings > Access Levels
Click on the + button next to "Levels" > Custom Access Level
Add an Access Level Name, e.g. "Ledgy Access", and click on Next Step
Select what people with this access level can do (for the sync, no field needs to be selected), click on Next Step, and select what people with this access level can see
Once done, click Save & Finish → you'll be redirected to the access levels settings page
Click on the custom level created ("Ledgy Access") and click on the Settings icon on the top right corner > Add a Non-Employee BambooHR User
Enter a name (e.g. First Name: "Ledgy" and Last Name: "API User"), an email you have access to (different from your BambooHR account email), select the created custom access level ("Ledgy Access"), and click Save
You will receive an email to set up your password. Once you do, log in to BambooHR using the newly created account and proceed to step 2
On your BambooHR account:
Retrieve the web domain of your BambooHR account by going to Settings > Account > Account Info. Your web domain is written under "Your BambooHR URL."
To find your API key, click on your initials in the upper right corner > API Keys. Click on Add New Key, and name the API key (for example, "Ledgy"). Then click on Generate Key > Copy Key > Done
Note: BambooHR integration will allow you to sync employee data only if the employee has a start/hire date.
On your Personio account:
Retrieve your client ID and client secret by going to Settings > API
Click on Generate new credentials > Create. This will download a file with your client ID and client secret
Next to the Credentials tab, click on the Access tab. From there, you may select and edit the fields you wish to sync
On your Hibob account:
Retrieve your Hibob token by clicking on your initials in the top right corner > API access
On the API Access window, select the desired Approved scopes (recommended scopes: "Full employee read" and "Employee fields read") and click Save
Lastly, click on the COPY TOKEN button
On your Humaans account:
Generate your Humaans API access token by clicking on your name in the top left corner > API access tokens
Click on Generate new token, label the API access token (for example, "Ledgy"), select the desired Scopes (recommended scopes: "View public and private data"), and click Create access token
Lastly, click on the Click to copy button
On your Lucca account:
Generate your Lucca API key by clicking on the Cogwheel in the top right corner > Authentication, SSO, and API > API Keys
Click on Generate API key to customize the key's name and select the permissions you wish to associate with this key. Manage users should be selected
Lastly, click on the Copy Key button
2. Connecting Ledgy with your HR management platform
Go to Company settings > General
Click Connect under the HR System Integration section
Select your HR management platform from the HR system dropdown menu
Enter the data from your HR system on the specified fields and click Save
In the Company settings > General tab, under the HR System Integration section, click on Configure
Choose fields you wish to import and map them to Ledgy's fields
At the bottom of the window, you may add up to five "Sync if" conditions to specify which employees should be synced to Ledgy (e.g. Sync if "Status" = "Active" AND "Employment Status" = "Full-Time")
Confirm by clicking Save
3. Syncing your stakeholder data
Go to Stakeholders
Use the "Connect HR system" button at the top of the page (you can also access this within Company Settings > General)
On the "Sync data from HR system" window, you may preview the stakeholders that will be created or edited on Ledgy.
Note: Ledgy matches the stakeholders by their HRIS identifier, stakeholder identifier and name. If neither of the identifiers is present on Ledgy, then the stakeholders will be matched solely by their name.
The HRIS identifier (if exposed) should be the ''Employee ID'' or ''Employee number''. This field is purely for matching any existing stakeholder to their data on the HRIS. This field should not be re-mapped once the employee data has already been synced.
The Stakeholder identifier is typically also the "Employee ID" or "Employee number". This field can be used for document templating workflows once the employee is on Ledgy, so it's helpful to think about what personal identifier needs to be referenced in their grant agreement. For example, this can be used to retrieve personal IDs or SSNs, as long as the value is unique to them,
Select the desired name format for the new stakeholders
First name Last name
Last name, First name
Proceed by clicking Sync now
Note: Ledgy might ask for your password to approve these changes.
4. Removing stakeholders
Integration with an HR system is mainly designed to facilitate the syncing and keeping of the stakeholders' emails and addresses updated. For now, if an employee is terminated on your HR management platform, Ledgy does not automatically retrieve this information, unfortunately. Thus, unless specified otherwise (see FAQ below), Ledgy will prompt to create/sync these employees.
To remove a stakeholder from Ledgy, please take a look at the Deleting stakeholders article.
How does Ledgy match existing stakeholders with employees from the HR management platform?
Ledgy matches the stakeholders by their unique identifiers and by their names, or only by their names if the identifier is not provided.
I have already created stakeholders manually in my Ledgy account, and now I want to synchronise my HRIS platform. What should I keep in mind to avoid duplicates when synchronising?
Ledgy maps the stakeholders from your HRIS platform according to the following hierarchy: (1) HRIS identifier, (2) Stakeholder identifier and (3) Name. 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 your Ledgy account in the synching process.
If you have created your stakeholders without your HRIS platform in your Ledgy account and you now would like to connect your HRIS platform. In that case, you should follow these steps to ensure that the synchronisation doesn't automatically create duplicates of your stakeholders.
Update your stakeholders:
To edit your stakeholder in bulk, go to Stakeholders > click the "Bulk" button
Select "Natural person" > Click on the "Stakeholders" button to download your stakeholder list
Add the unique identifier for each stakeholder (e.g. employee ID) from your HRIS Platform in the Identifier column in the Excel file
Upload the Excel file back to your account
Correct field mapping:
Go to Company Settings > General > HR System Integration > Click the "Configure" button
Map the name of the identifier that you added in the Excel file with the Ledgy field "Stakeholder identifier"
Click the "Save" button to save the mapping
Now you can sync Ledgy with your HRIS platform, and we will not create any duplicates!
What happens when an employee is terminated on the HR management platform?
When syncing Ledgy with your HR management platform, terminated employees are not automatically recognized 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