Introduction
Connecting your HRIS system to Ledgy can save you significant time and manual work by automatically syncing stakeholder data. This article explains how to connect your HRIS platform, configure sync settings, and manage data synchronization using Ledgy's Data Sync page.
Ledgy supports integration with multiple HRIS platforms including HiBob, BambooHR, Personio, and others. Once connected, you can automatically pull employee information into Ledgy and keep your stakeholder data up to date.
Connecting your HRIS system
To connect your HRIS platform to Ledgy, follow these steps:
Navigate to Company Settings in your Ledgy account
Go to the Data Management section
Find the HRIS System Integration section
Click Connect
Select your HRIS provider from the available options (for example, HiBob, BambooHR, Personio, or others)
Click Connect again to proceed and the linking window should appear
After selecting your provider, you'll see a summary of the data types that can be pulled from your HRIS system into Ledgy.
Authorising the connection
To authorise Ledgy to access your HRIS data, you need to provide authentication credentials. The linking window will show you specific instructions on how to obtain these credentials from your HRIS platform. These steps vary depending on which HRIS software you use. You must have Admin access permissions in your HRIS system to complete this authorisation step.
Example instructions for Personio:
On the linking window, click the I am an admin button
On the next step, you have the opportunity to review the data types that will be synced
Click Next to continue
Enter your HRIS credentials. Instructions on how to obtain this can be found at the top of the window
Click Connect to authorise the integration
You can skip additional field mapping for now if you want to configure this later. Our Support team can help configure this for you.
Click Finish Setup to complete the connection
Your HRIS system is now connected to Ledgy!
What data do we retrieve by default through the standard connection?
When you connect your HRIS system, Ledgy retrieves and synces a set of default stakeholder fields automatically. The specific fields available may vary slightly depending on your HRIS platform.
Default fields mapped automatically:
Identifier
Name
Email (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)
Optional fields you can choose to import via Configure:
Manager
Mobile Phone Number
Pay Rate
Note: Some HRIS platforms do not support all default fields. For example, Personio does not support address fields or personal email by default. In these cases, the fields can be added via a custom HR field mapping (see FAQ below).
If you need to sync fields from HiBob that aren't included in the default list above — for example, department-specific data, custom employee attributes, or any other field unique to your HiBob setup — you can request a custom HR field mapping, see full details in the FAQ here.
Configuring your HRIS import settings
Choosing how to identify stakeholders
You can select which field Ledgy should use to match HRIS records with existing stakeholders:
Go to Configure on the Data Sync page
Find the Stakeholder identifier dropdown under your Import settings section
Select your preferred identification method:
Work Email (default option)
Employee Number
Personal Email
This setting determines how Ledgy matches incoming HRIS data with your existing stakeholder records.
If you already have existing stakeholder profiles in Ledgy and you want to sync them with your HRIS, ensure that the identifier field in the Ledgy stakeholder profile is filled out with the correct identifier. The identifier you use must match the preferred identifier you selected in the Configure settings.
You can update the Identifier field in bulk by using out Bulk Edit feature in the Stakeholders page.
Configuring sync conditions
You can configure which stakeholders should be synced from your HRIS to Ledgy by setting up sync conditions:
On the Data Sync page, go to the Configure tab
Under the Sync if section, click Add query to create filtering rules
Click the dropdown to select the field that you want to use as a sync rule. Fields available in this dropdown will be the default employee attributes from your HRIS that Ledgy has access to via the API integration
Note: if you need to use a custom field as a sync condition, contact our Support team (via chat or email) to connect this field for you
Set up conditions based on employee attributes (for example, only sync employees who work in London or New York)
Click Save to apply your conditions
Your sync conditions will filter the data that gets pulled from your HRIS. After saving, the Data Sync page will refresh and show only the stakeholders that meet your conditions. The number of synced records will update to reflect your filters.
Previewing retrieved HRIS data on the Data Sync page
After connecting your HRIS, you can view and manage synced data on the Data Sync page:
Navigate to the Data Sync tab in your Ledgy account
Wait a few minutes for the data to load (the initial sync may take several minutes depending on the number of profiles stored within your HRIS)
Once the data loads, you'll see a preview of the total number of stakeholder records that have been pulled from your HRIS system
Understanding the data table
The Data Sync page displays a table with key information for each stakeholder record retrieved from your HRIS. This gives you a comprehensive overview of what will change when you run a sync:
Stakeholder name — The name of the employee as it appears in your HRIS
Status — Indicates whether the stakeholder record is New (not yet in Ledgy), Matched (linked to an existing Ledgy stakeholder), or Unmatched (could not be automatically linked). This helps you quickly identify which records need attention before syncing.
Preview (👁 icon) — Click the eye icon to open a detailed side-by-side preview of the stakeholder's data. This shows you exactly what the HRIS data looks like compared to the current data in Ledgy, so you can review and verify changes before running a sync.
Update(s) upon sync — Displays a quick summary of the changes that will be applied to the stakeholder's Ledgy profile when you run a sync (e.g. "2 updates"). Hover over each update to see more details about exactly which fields will be changed and what the new values will be. This gives you a clear picture of the impact of a sync without needing to open the full preview.
Previewing individual stakeholder updates
To see a full detailed preview of the changes for a specific stakeholder:
Find the stakeholder in the data table
Click the eye icon (👁) on their row to open the preview
The preview shows a side-by-side comparison of the current Ledgy data and the incoming HRIS data, so you can see exactly what will be updated when you sync
This is especially useful for:
Verifying that the correct data is being pulled before running a full sync
Spot-checking specific stakeholders if something looks unexpected in the "Update(s) upon sync" column
Reviewing new stakeholder records that will be created in Ledgy
Tip: Use the Preview and Update(s) upon sync columns together to audit your HRIS data before syncing. The Update(s) column gives you a quick at-a-glance summary, while the eye icon preview lets you deep-dive into the full details for any specific stakeholder.
Syncing data into Ledgy
Once you've configured your sync settings, you can pull the data into Ledgy:
Test sync with selected stakeholders
If you want to test the sync with a few stakeholders first:
On the Data Sync page, select a few stakeholder records from the list
Click Sync Selected in the actions bar below the page
Navigate to the Stakeholders tab to verify that the data has been synced correctly for these test records
Sync all stakeholders
To sync all stakeholders that meet your conditions:
On the Data Sync page, click Sync Now in the top right corner
Click Confirm to proceed with the full sync
All stakeholder data matching your conditions will now be pulled into Ledgy
You can view the synced stakeholders in the Stakeholders tab.
Alternative sync location
You can also trigger a sync directly from the Stakeholders tab:
Navigate to the Stakeholders tab
Look for the sync button at the bottom of the page
Click to sync HRIS data from this location
Ongoing synchronisation
After your initial setup, Ledgy's API automatically retrieves data from your HRIS daily and stores this in the cache. You will need to manually trigger a sync to push any new data from the cache into your Ledgy account.
You can manually trigger a sync at any time by clicking Sync Now on the Data Sync page. This will push the cached data into your Ledgy stakeholder records.
To pull and review the latest data from your HRIS, you can click the Retrieve Now button. This will run a new data retrieval from your HRIS system and update the cache with the most current information.
Need additional field mapping?
If you need to sync HRIS fields that aren't already mapped by default, contact our Support team via the in-app chat bubble or email [email protected]. The Support team will check whether the field is available via your HRIS integration and, if so, connect it for you.
Once Support has connected the field:
Go to Data Sync > Configure > Requested HR fields — you'll see the newly connected HRIS field listed there
Create a Ledgy custom field to receive the data (if one doesn't already exist). You can do this in Company Settings > Data Management > Stakeholder custom fields > Add custom field
Map the connected HRIS field to your Ledgy custom field in the Configure screen
Click Save, the Data Sync page should update with newly retrieved data for the custom fields.
Once you've checked the data, feel free to run a Sync to pull the data into your stakeholders
After syncing, the custom field data will appear on each stakeholder's profile under the Custom Fields section. You can also use these fields in reports, document templates, grid columns, and as "group by" options on the Stakeholders page.
Note: During the initial HRIS linking flow, you'll see an option to map additional fields. We recommend clicking "Skip for now" and requesting field mappings via Support chat once the connection is complete — this ensures everything is set up correctly.
Frequently asked questions
What are Ledgy stakeholder custom fields and how do they relate to HRIS data?
Stakeholder custom fields are company-wide fields that you create in your Ledgy account. Each custom field exists on every stakeholder profile.
When you connect your HRIS, you can map HR field data into these custom fields. For example, you could map "Employment Status" from your HRIS into a Ledgy custom field called "Employment Status".
Once mapped and synced, custom fields can be used for:
Document templating (as variables in templates)
Reports and exports
Grid columns on the Stakeholders page
"Group by" options for organising stakeholders
Sync-if conditions to filter which employees are synced
To learn more about creating and managing custom fields, see the Help Center article: Custom Fields for Stakeholders.
How do I map HRIS fields that aren't mapped by default?
If you need a field from your HRIS that isn't included in the default mapping, raise a Support request via the in-app chat bubble or email [email protected].
Here's how the process works:
Contact Support and tell them which HRIS field(s) you need
Support will check if the field is available via your HRIS integration's API
If available, Support will connect the field to your Ledgy account
Once connected, go to Data Sync > Configure > Requested HR fields — you'll see the new field listed
Create or select a Ledgy custom field to receive the data
Map the HRIS field to the Ledgy custom field and click Save
Run a Sync to pull the data through
The synced data will then appear on stakeholder profiles under Custom Fields. These custom fields can also be used in document templates, reports, grid columns, and stakeholder groupings.
Can I sync only certain employees from my HRIS?
Yes. There are two ways to control which employees are synced:
Option 1: Use sync-if conditions to filter automatically
You can set up sync-if conditions on the Configure tab to automatically filter which employees are included in a sync. For example, you can sync only employees where "Employment Status" equals "Active", or where "Office Location" equals "London". Any employees that don't meet the conditions will be excluded when you click Sync Now.
To set this up:
Go to Data Sync > Configure
Under the "Sync if" section, click Add query
Select the field and value you want to filter by
Click Save
After saving, the Data Sync page will refresh and only show stakeholders that meet your conditions.
Option 2: Select specific profiles manually
If you want to sync only a handful of specific employees rather than applying a blanket rule, you can select individual profiles directly on the Data Sync page:
Go to the Data Sync page
Use the checkboxes to multiselect the specific stakeholder profiles you want to sync
Click Sync Selected in the actions bar at the bottom of the page
Only the selected profiles will be synced into Ledgy. This is useful for testing the sync with a few records first, or for selectively syncing specific employees without setting up filter conditions.
You can combine both approaches — for example, use sync-if conditions to narrow the list, then manually select specific profiles from the filtered results and click Sync Selected.
How often does the sync happen?
Ledgy automatically retrieves data from your HRIS daily and stores it in the cache. However, you need to manually click Sync Now on the Data Sync page to push this cached data into your Ledgy account. If you want to retrieve fresh data from your HRIS outside of the daily automatic retrieval, you can click Retrieve Now at any time to update the cache with the most current information.
What happens if I have existing stakeholders in Ledgy and I want to sync them with the HRIS?
Ledgy uses the identification method you select in the Configure settings (such as work email, employee number, or personal email) to match HRIS records with existing stakeholders. To ensure your existing stakeholder profiles sync correctly with your HRIS data, make sure the Identifier field in each Ledgy stakeholder profile is filled out with the correct identifier. The identifier you use must match the preferred identifier you selected in the Configure settings. Matching records will be updated with data from your HRIS, while new records will be created as new stakeholders.
Why is default data not being populated for some fields?
There are a few common reasons why some default fields may appear empty after syncing:
HRIS permission restrictions — The API key or authentication method used to connect your HRIS to Ledgy may not have sufficient read permissions for all data fields. Check the permissions set up in your HRIS for the Ledgy/Merge integration and ensure all relevant read-only permissions are enabled. The specific permissions required will differ depending on which HR software you use.
Field not supported by your HRIS platform — Some default fields (such as home address or personal email) are not supported by the standard API connection for certain HRIS providers. For example, Personio does not support address fields or personal email by default.
What to do:
First, check and update your HRIS API permissions to ensure Ledgy has read access to the relevant fields
If the field is not supported by your HRIS's standard connection, contact Support (via chat or [email protected]) to request a custom HR field mapping. Support can either connect the field to the existing default Ledgy field, or set it up as a custom field mapping
If neither option resolves the issue, you can manually enter the data in Ledgy on individual stakeholder profiles, or use the Bulk Edit feature to update multiple stakeholders at once via Excel upload
Which HRIS platforms does Ledgy support?
Ledgy supports integrations with 70+ HRIS platforms, including HiBob, BambooHR, Personio, Humaans, Lucca, Workday, SAP SuccessFactors, Rippling, Deel, Gusto, and many more. Visit the Ledgy Marketplace to see the full list. If your HRIS is not listed, reach out to us — we may already be working on an integration.
Can I still use the Data Management page without connecting an HRIS?
Yes. Even without an HRIS connection, you can use the Data Management page to manage your stakeholder custom fields. Custom fields are independent of the HRIS integration and can be created, edited, and used in reports and templates regardless of whether you have an HRIS connected.
What happens when an employee has a termination date in the HRIS?
When a termination date is synced from your HRIS to Ledgy, the stakeholder profile is automatically flagged with a "Leaver" tag. This tag is a visual indicator that appears on the stakeholder's profile and in the Stakeholders grid.
What is the purpose of the Leaver tag?
The Leaver tag serves as a prompt for admins. It flags that this stakeholder needs to be offboarded — meaning their unvested equity needs to be reviewed and termination transactions need to be created. The tag acts as a reminder so that no departures fall through the cracks.
What should I do when I see a Leaver tag?
When you see a Leaver tag on a stakeholder, you should run the offboarding process for that person. You can offboard stakeholders individually, in bulk, or using automated offboarding workflows if you have them set up.
For full details on how to offboard employees, see: How to offboard an employee?
For setting up automated offboarding workflows, see: How to set up offboarding workflows
For a full explanation of how Leaver tags work across the offboarding stages, see: Stakeholder tags
What are the offboarding stages after the Leaver tag appears?
Leaver — Termination date synced from HRIS. The stakeholder appears in the "Leavers" section of the bulk offboard modal. Action needed: run the offboarding flow.
Leaver(!) - grants terminated not published — The offboarding flow has been completed and termination transactions have been created, but they are still in draft. Action needed: publish the termination transactions.
Tag removed — Termination transactions are published (or the stakeholder had no grants to terminate). Offboarding is complete.
Why is the termination date not syncing from my HRIS?
If you notice that a termination date is not pulling through for a specific employee, the most common cause is your "Sync if" condition in the Data Sync Configure settings.
It is common practice to set a sync rule such as "Employment status = Active" so that only current employees are synced. However, this means that once an employee's employment status changes to Inactive in the HRIS (which typically happens when their termination date lapses), their profile is excluded from the sync — and the termination date will not be updated in Ledgy.
This typically happens for employees whose termination date has already passed. For employees with a future termination date, the employment status in the HRIS is usually still Active, so the sync would still pick them up.
How to fix this:
Go to Data Sync and open the Configure settings for your HRIS connection.
Check your "Sync if" conditions — look for any rule that filters by employment status (e.g., "Employment status = Active").
Temporarily adjust the sync rule to include inactive employees (e.g., remove or broaden the employment status filter).
Go to the Data Sync page. Use the multiselect to select only the specific profiles you need the termination date to update for.
Click "Sync selected" to sync just those profiles.
Once the termination dates have been updated, revert your "Sync if" conditions back to the original settings so that future syncs continue to filter out inactive employees as intended.
Tip: Always remember to restore your original sync rules after updating termination dates for specific profiles. Leaving the filter open may cause inactive employees to be included in every future sync, which could lead to unintended data changes.
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.
Need more help? Contact our support team via chat or by emailing [email protected]