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Managing stakeholders through an HR integration
Managing stakeholders through an HR integration
Ledgy integrates with several major HR Information Systems (HRIS) to easily import and adjust your stakeholder data with a couple of clicks.
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Written by Support
Updated this week

Note:

This article explains our new integration of multiple HRIS platforms through our partner Merge.

If you are looking for the native integration of BambooHR (Native), Personio (Native), HiBob (Native), Humaans (Native), or Lucca (Native), please read this article.



Integration process

1. Supported HRIS platforms

A - F

  • ADP Workforce Now

  • AlexisHR

  • Altera Payroll

  • Azure Active Directory

  • BambooHR

  • BizMerlinHR

  • Breathe

  • Ceridian Dayforce

  • Charlie HR

  • ChartHop

  • Deel

  • Factorial

  • Freshteam

G - L

  • Google Workspace

  • Gusto

  • HiBob

  • HR Cloud

  • HR Partner

  • Humaans

  • Insperity

  • IntelliHR

  • JumpCloud

  • Justworks

  • Keka

  • Lano

  • Lucca

M - Q

  • Namely

  • Nmbrs

  • Officient

  • Okta

  • OneLogin

  • PayCaptain

  • Paychex

  • Paycor

  • Paylocity

  • PeopleHR

  • Personio

  • PingOne

  • Proliant

R - Z

  • Rippling

  • Sage HR

  • SAP SuccessFactors

  • Sapling

  • Sesame

  • Square Payroll

  • TriNet

  • UKG Dimensions

  • UKG Pro

  • UKG Ready

  • Workday

  • Zenefits

1 - 9

  • 7Shifts

If you are missing your HRIS platform, please get in touch with [email protected] and let us know. We are probably already working on an integration!


2. Connecting Ledgy with your HR management platform

  1. Go to Company settings > General

  2. Click Connect under the HR System Integration section

  3. Select your HR management platform from the HR system dropdown menu and click the Connect button

  4. Accept the terms by clicking the Continue button

  5. Follow the guide on how to retrieve your credentials from your HR system and enter them in the specified fields and click Submit


3. Configure how your fields from your HR tool are imported into Ledgy

  1. In the Company settings > General tab, under the HR System Integration section, click on Configure

  2. Choose the HRIS fields you wish to import and map them to Ledgy's fields

    • The Stakeholder identifier is typically unique identifier, like the "Employee ID". This field can be used for document templating workflows once the employee is on Ledgy, so it's helpful to consider 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.

  3. 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 "Employment Status" = "Active" AND "Employment Type" = "Freelancer")

  4. Confirm by clicking Save

Note: The following fields will be mapped automatically

  • Basic stakeholder data (Editable in your Ledgy account after syncing)

    • Name

    • Work Email

    • HRIS Identifier

    • Address Line 1

    • Address Line 2

    • ZIP Code

    • City

    • Country

    • Birthdate

  • Employment data (Not editable in your Ledgy account after syncing. You must make changes in your HRIS platform.)

    • Pay Rate

    • Pay Period

    • Pay Currency

    • Team

    • Employment Status

    • Job Title

    • Termination Date

    • Start Date

Note: The following fields will not be mapped automatically but can be mapped to Group, Stakeholder notes or Stakeholder identifier or used for a "Sync if" condition

  • Employee Number

  • Work City

  • Work Country

  • Group Name

  • Gender

  • Mobile phone number

  • Employment Type

  • Manager

  • Personal Email

  • Any field mapping created custom fields


4. Syncing your stakeholder data

Scenario A: If you already added stakeholders to your account and connected your HRIS with Ledgy later.

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 and append stakeholder identifier:

  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 for each stakeholder (e.g. employee ID) from your HRIS Platform in the Identifier column in the Excel file

  4. Upload the Excel file back to your account

Correct field mapping:

  1. Go to Company Settings > General > HR System Integration > Click the "Configure" button

  2. Select the identifier that you added in the Excel file on the HRIS side and map it with the Ledgy field "Stakeholder identifier"

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

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

Sync your data from your HRIS with Ledgy

  1. Go to Stakeholders

  2. Use the "Connect HR system" button at the top of the page (you can also access this within Company Settings > General > HR System Integration)

  3. On the "Sync data from HR system" window, you may preview the stakeholders that will be created or edited on Ledgy.

    Note: Ledgy identifies the stakeholders to sync by these fields in this hierarchy:

    • (1) HRIS identifier,

    • (2) Stakeholder identifier and

    • (3) Name.

  4. Select the desired name format for the new stakeholders

    1. First name Last name

    2. Last name, First name

  5. Proceed by clicking Sync now

By clicking the "Retrieve now" button, you get the most recent data from your HRIS platform.

Note: Ledgy might ask for your password to approve these changes.

Scenario B: If you have not manually added any stakeholders to your account.

  1. Go to Stakeholders

  2. Use the "Connect HR system" button at the top of the page (you can also access this within Company Settings > General > HR System Integration)

  3. On the "Sync data from HR system" window, you may preview the stakeholders that will be created or edited on Ledgy.

    Note: Ledgy identifies the stakeholders to sync by these fields in this hierarchy:

    • (1) HRIS identifier,

    • (2) Stakeholder identifier and

    • (3) Name.

  4. Select the desired name format for the new stakeholders

    1. First name Last name

    2. Last name, First name

  5. Proceed by clicking Sync now

By clicking the "Retrieve now" button, you get the most recent data from your HRIS platform.

Note: Ledgy might ask for your password to approve these changes.


5. Adding and connecting your HRIS custom fields with Ledgy

With Ledgy, you can link custom fields from your HRIS platform. You can map them with the available Ledgy fields. Custom fields can also be used for "Sync if" conditions.

To sync your custom fields with Ledgy, please request which custom fields you want to sync. Go to your account and click the Messenger icon at the bottom-right corner.

Start a conversation through the messenger, select the answer HRIS integration and follow the Sync custom fields with Ledgy path.

Once we have enabled your HRIS custom fields in your account, we will let you know!


6. 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.


FAQ

How does Ledgy match existing stakeholders with employees from the HR management platform?

Ledgy identifies the stakeholders by these fields in this hierarchy: (1) HRIS identifier, (2) Stakeholder identifier and (3) Name.


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:

  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 for each stakeholder (e.g. employee ID or working email) from your HRIS Platform in the Identifier column in the Excel file

  4. Upload the Excel file back to your account

Correct field mapping:

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

  2. Go to Company Settings > General > 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!


What is the best way to map Ledgy's Group field?

In the field mapping (see step 2 of the integration process), you can map an HRIS field with Ledgy's Group field. The group sorts your stakeholders in the cap table (read the "Stakeholder groups" article for more details). To make sure that the stakeholders in your account have the group names you'd like, we recommend following the steps below.


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" β†’ 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 β†’ 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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