HRIS Integration

Contents

Overview

The Betterworks HRIS integration allows you to send data from your HRIS to Betterworks automatically. You can see updates from your HRIS in Betterworks without manual intervention such as:

  • Creation of new users

  • Updates to user information (i.e. change in manager, department, etc.)

  • Deactivations of users who have left your organization

If you send data for a user whose department has not yet been established in Betterworks, our application will create that department for you. To learn more about adding departments proactively, see this article

Security

Data sent to Betterworks via the integration is stored at rest on an encrypted volume (AES-256), meaning that the file location itself is encrypted. Data is also encrypted in transit (SFTP). To learn more about SFTP, see this article.

Common HRIS Providers

Workday: Contact Workday Customer Support for additional details.

Oracle: Contact Oracle Customer Support for additional details.

  • The level of assistance you'll receive for this process is dependent on your Oracle Support product offering.

SuccessFactors: This article from their Knowledge Base can help get you started, but you'll also need to contact SuccessFactors Customer Support for additional details. 

ADP: Contact ADP Integrations for additional details.

  • Depending on your product offering, ADP charges $1/user per month for automated services. If this price point seems high, you can always pull a report from ADP manually and reformat it into one of the CSV templates below. For more information on that process, see this article

UKG Pro: This article from us can help.

BambooHR: This article from us can help. 

Zenefits: This article from us can help.

Note: The BambooHR and Zenefits integrations are API-based. As a result, they function a bit differently than our standard HRIS integration.

Basic Setup

Note: We strongly recommend downloading our explanation of fields to learn more about each field in our templates.

1. Build a CSV file (standard UTF-8 encoding) using our basic template.

2. Schedule the file to be sent to our SFTP server.

Advanced Setup

Note: We strongly recommend downloading our explanation of fields to learn more about each field in our templates.

In certain cases, Betterworks administrators prefer to include additional fields in their files to keep account management tidy or create more powerful reports in the Admin module. If you'd to add more custom fields (up to 50), see this article.  

1. Build a CSV file (standard UTF-8 encoding) using our advanced template.

2. Schedule the file to be sent to our SFTP server.

Resources

FAQs

How often should data be sent from our HRIS to Betterworks?

We recommend sending data daily. Once the file is made available it will be processed as soon as possible. Processing time may vary based on the number and size of files in our application's queue. As such, if your file is available at 12am EST each morning, it may be processed at different times throughout the week (i.e. minutes apart).

What should I name the file?

Each file should be uniquely identifiable. We recommend naming each file sent with the current date.

Should I send data for all users or just the new hires and users that need to be updated?

We recommend sending all users in every file.

What if some of the data doesn't process due to an error?

You can usually resolve the error by implementing one of the solutions from this article.

If a user is omitted from a file, what will happen?

If a user is omitted from a file, this will not cause any change or removal of that user’s account in Betterworks.

Can I use field names that are different from what is listed in the templates? 

No. Using field names that are not listed in our templates will result in the field not being processed.  

If I'm using the HRIS integration, can I still do a manual CSV upload or individual update through the Admin module? 

Yes. You can still do a manual CSV upload or an individual update. However, any files received that include contradictory data for the same user(s) will override these changes. For example, if Jane Doe's manager is changed via manual CSV upload or individual update, then a file is received that includes an entry for Jane where she's assigned to her previous manager, the manual change will be overridden.

Are there character limits for any of the text fields?

Yes.

  • email: 254 characters
  • first_name: 254 characters
  • last_name: 150 characters