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How do I use Data Management and connect my HR system?

Set up your HRIS and manage stakeholder data configuration and their custom fields. Maintain an overview of the fields and their usage.

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Written by Support Team
Updated over 6 months ago

Onboarding videos

Connect HRIS & request HR Field Mapping via chat

HRIS Connected: Configure Ledgy Fields & Sync

1. How to connect your HRIS

First, go to Company Settings → Data Management

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

Select your HR management platform from the HR system logo picker and click the Connect button

  • Accept the terms, and follow the guide on how to retrieve your credentials from your HR system. Some HRIS will give you the choice of authenticating through your HRIS website or API token. Choose your authentication method, follow the steps to complete the inputs, and click Submit

Nb. to ensure no data gaps in your stakeholder data upon sync, we advise allowing all read-only permissions when generating the API key or authenticating via HRIS website.

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.

HRIS & Data Management: Summary table

Client currently on…

Steps to use HRIS?

Can use Ledgy custom fields?

What happens to your existing stakeholder custom fields (1.0)?

‘HRIS’ card behaviour

HRIS: Merge

Nothing

✔️

Migrated to Data Management page
​
No change to functionality

> Can disconnect & connect from logo picker > Sees new config modal

No HRIS, plan is scale+

Connect to Merge

✔️

Migrated to Data Management page
​
No change to functionality

> Can connect from logo picker > New config modal

2. 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.

2.1. Stakeholder identifier should be a unique identifier and the value should exist for all employees in HRIS, like “Work email” or "Employee number”. If in doubt, please check your HRIS to decide which field to use.

  • Tips for the most popular HRIS

Merge field we recommend to use as “Stakeholder Identifier”(name in the HRIS)

→ Corresponding HR field that maps to recommended “Stakeholder Identifier” by Merge field (type)

Personio

Work Email (’Work email’ in HRIS)

work_email (string)

Humaans

Work Email (’Work email’ in HRIS)

work_email (string)

Lucca

Work Email (’Professional email’ in HRIS)

work_email (string)

HiBob

Work Email (’Email’ in HRIS), or Employee Number (’Employee ID’ in HRIS) — NOTE that this isn’t a mandatory field in HiBob

work_email (string) employee_number (string)

BambooHR

Employee Number (’Employee #’ in HRIS)

employee_number (string)

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

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

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

  • Manager

  • Mobile Phone Number

  • Pay Rate

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

2.5. 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.

2.6. 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. 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 does Ledgy support?

Please visit the marketplace to check out the 70+ supported HRIS. If yours is not listed, reach out to us - we’re probably already working on an integration!

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. some HRIS do not support all default mapped fields.

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.

Missing field support by HRIS

HRIS

Missing support

Recommendation

Personio

‘Employment type’ default field values ‘external’ and ‘internal’ unsupported

Add via HR field mapping <> Ledgy custom field.

Personio

No address fields by default. Appears as ‘street name and number’ in HRIS.

Add via HR field mapping <> Ledgy custom field.

Personio

No personal email by default.

Add via HR field mapping <> Ledgy custom field.
​
(Note: custom fields cannot be used as the stakeholder identifier)

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

Oh no! Possible reasons:

  • API key / method to authenticate HRIS with Ledgy has permission restrictions.

  • Field is not supported by your HRIS (less common, see above)

If this issue cannot be resolved by changing API key permission, 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 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 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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