HRIS integration

RandomCoffee supports 50+ of the most popular HRIS systems on the market.

This functionality is included in the "Pro" and "Enterprise" plans.

Connecting your HRIS to RandomCoffee automates member management by keeping the members list updated with new hires and role changes. By selecting all the fields you want to import to your RandomCoffee platform, you can also automatically generate categories with detailed employee data for more accurate and relevant matches.

Click here to see the full list of supported integrations.

How to setup your HRIS integration?

Connect your HRIS

From your RandomCoffee platform,

  1. Open the "Settings" panel

  2. Go to the "Configuration" section

  3. Select "HRIS"

  1. Click the HRIS card and click "Connect HRIS"

  1. Select your HRIS from the list

  1. Fill the required information

The pre-requisite information may differ depending on the HRIS you want to connect, and some HRIS require prior configuration (such as creating a token or authenticating the RandomCoffee application).

Please refer to your supplier's documentation or your IT department for the correct information and configuration.

  1. Once you have entered all the required information, click on "Save". You should be redirected to this view:

Prepare your first synchronization

At this stage, no user has yet been synchronized with RandomCoffee. Before running your first synchronization, let's check the synchronization options for a perfect configuration that fits your need.

You can configure your HRIS integration outside of the RandomCoffee platform, with the information provided via the "Magic Link" πŸͺ„

Click "Settings" at the top right of the panel, then "Share Magic Link", and share this data with your IT/HR colleagues.

Select the fields to import

These are the default available and supported fields for any HRIS integration.

At this stage, you are asked to select what type of data you would like to import.

For each field selected, a category will be created in RandomCoffee and members will be imported with their associated values. We recommend at first to select only the needed fields for your RandomCoffee usage.

Custom fields may not be available by default depending on your configuration or HRIS, please contact our support team if you don't see them.

Select the audience to import

You can apply field-based filters to delimit the population you want to synchronize with RandomCoffee.

This avoids having to synchronize the entire population of your HRIS, and allows you to involve only those people who are relevant to RandomCoffee based on your program audiences.

Here, you are asked to select who you would like to import.

E.g. below: only synchronize people from Marketing and Product departments.

Synchronize

Once you're okay with the above settings, click on "Run you first sync" to initiate synchronization.

At this stage, you should notice that:

  • Synchronized users appear in the "Users" section

  • Imported "fields" have been created as categories in the "Categories" section

... and you're done! πŸ˜‰


How does it work?

Synchronization

Sync frequency

Once you successfully connected your HRIS to the app, RandomCoffee refreshes data automatically every 24h by default. The next automatic synchronization is always displayed in the app.

You can also initiate a refresh by clicking on the "Synchronize" button next to the last synchronized date info (only for Enterprise plan).

Stop synchronization

To stop data synchronization with your HRIS, you need to disconnect your HRIS integration and credentials.

Click on "Settings" from the HRIS drawer:

Then click on "..." on top-left of the modal, and click "Delete":

Deleting your HRIS integration only stops the users data synchronization, it does not delete or deactivate users.

You can still delete/deactivate users from the user table once your HRIS is disconnected.

Categories

The fields in your HRIS that you wish to synchronize are imported as categories in RandomCoffee.

You can find them in the "Categories" section of the app.

Categories resulting from synchronization with your HRIS cannot be modified/deleted in RandomCoffee, as they are dynamically updated with each synchronization and take over the existing fields in your HRIS.

For the same reason, categories resulting from synchronization with your HRIS are not visible into the joining form for joining users via invite link as they cannot edit/override these values that come from your HRIS.

Users

Status

Every new user that is synchronized from your HRIS is imported into RandomCoffee with an active status by default.

For users already in the database before synchronization with HRIS, synchronization does not affect their status. In other words, existing users keep their current status.

For example, your existing inactive users will remain so even if they are synchronized with HRIS.

Modify user info manually

User categories resulting from synchronization with your HRIS are dynamically updated with each synchronization.

So it is no longer relevant (even if possible) to manually edit a member category value info that comes from your HRIS as it will be overwritten at the next sync.

Of course, you can always modify employee information that is not synchronized with the HRIS as usual.

Overrides on mass import

You can still use the mass import by having connected your HRIS.

As explained above, synchronized data from your HRIS overwrites manually entered data at each synchronization.

It is therefore no longer necessary to manually import data already synchronized by your HRIS.

On the same basis, when mapping your .csv fields, you cannot map fields to existing categories that comes from HRIS integration. It will cause an import fail error.

With this in mind, you can continue to use mass imports, for example, to enrich your people base with categories or persons that not included in your HRIS.

Combination with Slack / Microsoft Teams

RandomCoffee let you set up matchmaking programs directly on your Slack or Microsoft Teams spaces.

If you're already using a Slack or Teams integration, you can combine with the HRIS integration to enrich your users' data not present in Slack/Teams to create powerful and accurate matchmaking rules.

In this case, users provisioned by Slack/Teams who are also present in your HRIS are automatically recognized with their email address and are automatically enriched with data from your HRIS.

Single Sign-On

You can combine HRIS integration and SSO login in the RandomCoffee application.

These two functionalities operate separately without any impact.

As SSO allows your users to create their account with their organization's authentication information, HRIS integration simply synchronizes the users data that exists in your HRIS (from their email address), wherever they comes from.

Technical factors

Data processing

Here is a descriptive schema of the architecture and existing data flows when using HRIS integration with RandomCoffee:

  1. The administrator inputs his HRIS credentials (via a token or a dedicated key generated from the HRIS in most cases).

  2. RandomCoffee encrypts and stores the authentication token, and launches an initial metadata mapping synchronization based on the authorized fields and filters you have previously defined.

  3. Every 24h - or when synchronized manually, RandomCoffee interrogates your HRIS database via an API call to find new members to synchronize, delete members who have left the directory and update changes to existing members.

  4. RandomCoffee applies changes in its member database, which you can visualize in the Member table in your RandomCoffee platform.

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