HRIS integrations: how it works

HRIS integrations are available for Pro plan and Enterprise plan

This article explains how the HRIS integrations work and detail the feature mecanics and technical factors. To see how to setup the integration, please see below:

pageHow to setup your HRIS integration


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.

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 -> click delete:

Once done, the data synchronization is stopped until reconnecting your HRIS.

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.


Edit a HRIS-based category

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.

Categories in joining form

For the same reasons as above, 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.



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 coworker 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 lets you set up matchmaking programs directly on your Slack or Microsoft Teams space:

pageMicrosoft Teams integration 101pageHow to setup Slack integration

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.

pageSingle Sign-On

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 synched manually, RandomCoffee interrogates your HRIS database via an API call to find new users to synchronize, delete users who have left the directory and update changes to existing users.

  4. RandomCoffee applies changes in its user database, which you can visualize in the user table

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