Client Onboarding Flow for HR Connectors
To connect your HR systems to the gifting platform, you will complete a short onboarding process to give permission to us to connect to their HR system and begin synchronising information from it, to allow us to use the records we find there to power future campaigns.
We are working with Merge.dev as our technical partner in this area — they provide software that will facilitate your HR system talking to our platform and automatically keeping this information in sync.
The Onboarding Process
To access the controls for the HR Connectors, you access the Integrations screen accessible from the main navigation.
The Integrations page will list out any integrations that are active on this account (e.g., CRM systems like Salesforce or Hubspot, or any of the new HR Connectors like Personio or PeopleHR). Multiple applications from a single category could be connected if necessary (e.g., if your company uses two different HR systems for different divisions or regions of the business).
💡 You will be required to have the rights within their HR system to provide &Open access to their HR system, so they may require support from elsewhere in their business to get this permission approved before they can proceed.
By pressing the “Connect new integration” button, we will begin the onboarding process. Pressing the button will pop up a new dialog box to guide you through a process of selecting which of the supported systems you wish to connect to
You can use the search to find their HR system. Once they click into it, they are presented with a dialog box which will show the set of permissions that we are requesting to their system. This style of dialog box will be familiar to most users who have done a similar process when logging into an app via Facebook or Google. In this case, they are providing access to their organisations’ data, so as noted above, they won’t be able to complete this step unless they have appropriate permissions in the HR application.
In this example, we are connecting to Sage HR:
👌 Data filtering and Privacy We will be applying a filter on these data so that we are only asking for information relevant to sending a gift to someone. We will only access information that we might let our clients filter their staff by — for example, if they want to gift all staff on a particular team, all staff who share a particular manager, staff who joined in the last 30 days etc.
We will be explicitly blocking sensitive details like SSNs, gender, ethnicity etc., which may be stored in systems like this. We have disabled all details that are unneeded or not related to shipping gifts. An example of some of the field filters:
We will iterate on what is enabled here based on building out sets of filters that clients may want to apply onto the staff lists.
Please read our page on which data you should enable as part of the onboarding.
Once you have approved the connection in principle, you then need to provide the details for the integration so that we can attempt to connect to their HR system. The following two screens will ask for your subdomain (e.g., companyname.sage.hr), and any other required details. In the Sage example, this is an API key. These details are what allows a connection to be made on our behalf. These connection details are what allows Merge to connect into the HR system.
Once you’ve provided these details, the onboarding process is done. Your HR data will begin synchronising the enabled details and be finished within a few minutes. We’ll present a visual status of the synchronisation process, and will send you an email to confirm.
At this point, you can go to any new or existing campaign and begin searching and filtering your staff data set, to begin gifting your staff!
Reference
A short video of the connection process to demonstrate the steps you are passing through in the workflow: