Introduction
Switching HRIS integrations in Ledgy is a process that requires careful planning to ensure smooth data transfer, proper customisation, and correct mapping of stakeholder profiles. Below is a step-by-step guide to follow during a migration process.
1. Preparation: Before Disconnecting Your Current HRIS
Before initiating the migration process, ensure all necessary configurations and data details are captured to facilitate a seamless transition:
Take a screenshot of your HRIS configuration: Navigate to the "Data Sync > Configure" section in Ledgy and capture a detailed screenshot of your current configuration. This will help you replicate any custom fields or settings in the new HRIS.
Clean up stakeholder profiles: If there are existing identifiers tied to your current HRIS (e.g., Personio), ensure this is removed from existing stakeholder profiles in Ledgy. This step prevents data mismatches when the new HRIS is connected and the sync is run. Note: this step can only be done by our Support team, so please request this via the Support chat or email.
2. Disconnecting Your Current HRIS
Once your preparations are complete, you can disconnect your previous HRIS system to make way for the new integration.
Go to Company Settings > Data Management > Disconnect in Ledgy.
Then once the HRIS account is disconnected, click the Connect button and the linking window should appear where you can select which HRIS to connect.
3. Setting Up the New HRIS Integration
After successfully disconnecting, follow these steps to connect your new HRIS system and replicate the earlier configuration:
Initiate the connection for the new HRIS system within Ledgy. A linking window with step-by-step guidance will appear, follow these instructions carefully to finalise the connection process.
Recreate any required custom fields based on the previously captured HRIS configuration screenshot. This ensures consistency in how data is mapped and interpreted from the new system to Ledgy. Note: you can skip the field mapping step in the linking window and send a request to our Support team to reconnect the custom fields. Send the screenshot you took of the HRIS configuration in Step 1 via the Support chat or email.
Once the new HRIS account is connected. Reconfigure your HRIS configuration in Ledgy via Data Sync > Configure. You can refer to the screenshot you took from Step 1 to match the identifier, custom field and sync condition settings. Note: using the same identifier will make this process easier as there would be no requirement to do a bulk edit of the 'Identifier' field in your stakeholder profiles. If you do change the identifier in the new connection, please do not forget to do a bulk edit of all your existing stakeholders' identifiers.
4. Preview the retrieved data and initiate first sync
To finalise the migration:
Once the new connection is established, you can preview the data retrieved from the new HRIS account via the Data Sync page. Before performing a sync, ensure that our Support team has removed the previous HRIS identifiers from your existing stakeholder profiles (Step 1). If this was done correctly, you will see an Update entry for all your existing stakeholders in the Data Sync page which previews a new update to the HRIS identifier.
After validating the data, trigger the sync. This should link the existing profiles with their new HRIS counterparts and any profiles from the HRIS without a linked profile in Ledgy will be created as new.
Frequently asked questions
Why do I see an "Identifier" flag saying "identifier must be unique" on the Data Sync page?
After you connect your new HRIS, some rows on the Data Sync page may show a red Identifier flag. When you hover over the flag, you see the message "identifier must be unique".
This happens because the HRIS identifiers taken from your old HRIS are still saved on your existing stakeholder profiles in Ledgy. Each identifier can only belong to one stakeholder, so Ledgy cannot link the record coming from your new HRIS to the existing profile until the old identifiers are cleared. Rows with this flag are skipped when you sync, so those stakeholders are not updated.
What to do:
Raise a support request via the in-app chat or email [email protected], and ask our Support team to clear the HRIS identifiers from your old HRIS on your existing stakeholder profiles (see Step 1).
Once Support confirms this is done, go to the Data Sync page and click Retrieve Now to refresh the data.
Check that the flag is gone and that your existing stakeholders now show an Update entry for the HRIS identifier (see Step 4). You can then run the sync.
Note: Clearing the old HRIS identifiers can only be done by our Support team. We recommend not syncing the flagged rows until this is done.
For further support, please feel free to reach out to our Support team via chat or email.