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How do I connect and sync my HRIS system with Ledgy?

Connect your HRIS platform to automatically sync stakeholder data and save time on manual updates.

Frances Agoncillo avatar
Written by Frances Agoncillo
Updated this week

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:

  1. Navigate to Company Settings in your Ledgy account

  2. Go to the Data Management section

  3. Find the HRIS System Integration section

  4. Click Connect

  5. Select your HRIS provider from the available options (for example, HiBob, BambooHR, Personio, or others)

  6. 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.

  1. On the linking window, click the I am an admin button

  2. On the next step, you have the opportunity to review the data types that will be synced

  3. Click Next to continue

  4. Enter your HRIS credentials. Instructions on how to obtain this can be found at the top of the window

  5. Click Connect to authorise the integration

  6. You can skip additional field mapping for now if you want to configure this later. Our Support team can help configure this for you.

  7. Click Finish Setup to complete the connection

Your HRIS system is now connected to Ledgy!


Viewing synced data on the Data Sync page

After connecting your HRIS, you can view and manage synced data on the Data Sync page:

  1. Navigate to the Data Sync tab in your Ledgy account

  2. 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)

  3. Once the data loads, you'll see a preview of the total number of stakeholder records that have been pulled from your HRIS system.


Configuring sync conditions

You can configure which stakeholders should be synced from your HRIS to Ledgy by setting up sync conditions:

  1. On the Data Sync page, go to the Configure tab

  2. Under the Sync if section, click Add query to create filtering rules

  3. 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

  4. Set up conditions based on employee attributes (for example, only sync employees who work in London or New York)

  5. 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.


Choosing how to identify stakeholders

You can select which field Ledgy should use to match HRIS records with existing stakeholders:

  1. Go to Configure on the Data Sync page

  2. Find the Stakeholder identifier dropdown under your Import settings section

  3. 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.


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:

  1. On the Data Sync page, select a few stakeholder records from the list

  2. Click Sync Selected in the actions bar below the page

  3. 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:

  1. On the Data Sync page, click Sync Now in the top right corner

  2. Click Confirm to proceed with the full sync

  3. 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:

  1. Navigate to the Stakeholders tab

  2. Look for the sync button at the bottom of the page

  3. Click to sync HRIS data from this location


What data gets synced?

When you connect your HRIS system, Ledgy can sync various types of stakeholder information including:

  • Employee names and contact details

  • Employment status and dates

  • Job titles and departments

  • Office locations

  • Employee numbers

  • Other custom fields (if configured)

The specific data available depends on your HRIS platform and what information you've configured to sync.


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 map additional custom fields from your HRIS to Ledgy, you request our Support team to connect these fields from your HRIS to your Ledgy account. Simply send them a message via the chat bubble on the bottom right of your Ledgy screen or email them.

Once the fields are connected, you can configure these mappings in Data Sync > Configure > Requested HR fields. Field mapping allows you to ensure that custom attributes from your HRIS are correctly transferred to the corresponding fields in Ledgy.


Frequently asked questions

Can I sync only certain employees from my HRIS?

Yes, you can use sync-if conditions on the Configure tab to filter which employees are synced based on attributes like office location, department, employment status, or other fields.

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 Identier 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.


Need more help? Contact our support team via chat or by emailing [email protected]

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