How to Link Your HR System to Everlance

Linking Everlance to your HR system is quick and requires no technical work on your end. We've partnered with Merge, which handles all the integrations with over 100 HR systems.

Linking your HR system can be done by anyone in your organization with HR system access. It simply involves granting Everlance permission to connect using your HR system’s API keys and credentials.

Follow the steps below to begin: 

Step 1: Log in to your account on the Team Dashboard.

Step 2: Click on 'Team Settings'. 

Step 3: Select 'Integrations'.  

Step 4: Choose 'Automated Member Profiles'. 

Step 5: Click the green buttons to go through the overview until you see the 'Link HR System Now'.  

Step 6: Next, schedue a meeting with our sales team.

During your meeting, you will see a modal pop up with a list of 100+ HRIS. Search or scroll down to find your HR system and select it. 

Step 7: The linking process can only be completed by a person who has administrator access to your HR system. Click the black button at the bottom to confirm that you are an administrator.

ℹ️ Note: Steps may vary by HR system, so don’t worry if yours looks different. For guidance, check out Merge’s Help Center article on linking popular HR systems. Learn more

Step 8: Once connected, you'll be redirected to the Automated Member Profiles page to check your HR connection status. Click 'Configure' and proceed to Part 2 to learn more about our configuration modes. 

Once you are done linking Everlance with your HR system, you will need to determine how the integration should work. There are 2 types of Configuration Modes:

• 'Update’: This option only updates the data of existing employees already in Everlance. For this option, member invitations to Everlance must be sent manually (i.e., whenever there is a new hire, the Everlance Program Admin will need to trigger an invite from the Dashboard).
• ‘Create & Update’: This mode creates new employee profiles with the option to update existing Everlance members by selecting the checkbox at the bottom of the screen. If you choose this option, you will need to set up filters (see Part 3) to determine which employees should be imported from your HR system into Everlance.

Regardless of the configuration mode you choose, the information imported by Everlance from your HRIS is the same. Here is a list of the fields that are imported and automatically maintained from your HR into Everlance:

• profile info: name / last name / email / id
• start and end date
• zip code
• manager (coming soon)

ℹ️ Note: At this time, certain fields such as program, team, role, and leave dates are not updated through the integration.

If you opt for the 'Create & Update' mode. Filters are used to determine which employees should be created in Everlance based on the data received from your HR System.

Admins can choose from the following options:

• Choose members to import where admins can apply filters based on specific criteria, such as department, start date or other available fields in the HR system.
• Import all members from the HR system.

*For both options, you can add members to an 'exclusion list' to prevent them from being imported into Everlance.

When you select 'Import all members,' everyone from your HR system will be added to Everlance. To prevent specific members from being added, simply add their email to the exclusion list below. 

In this example, all members will be imported except for demi@everlance.com.

When you select 'Choose members to import,' you can apply filters and conditions to decide which members to import into Everlance. Available filters include:

• Employee Details: Email, manager, start/end date
• Group Information: Team, groups, department, cost center, business unit
• Employment Details: Job title, employment type
• Location Details: Work location, home location (Note: You can only select by street name here)
• Pay Group

Need more options? Tap '+ HR user fields' to pull additional filters from your HR system. Learn more about adding custom HR fields here. 

In this example, we’ve filtered users by department. We've selected 'Product'  to be included in the integration, so only members from this department will be created in Everlance.

ℹ️ Note: Each filter can contain only one value, except for Group and Team filters, which allow multiple values. This applies to both pre-set and custom HR filters.

To view the members that match your filters, click on the 'Preview members' option. A side menu will then appear, displaying the names and emails of the members included in your filters. In the top right corner of your screen, you can choose to download your member preview or copy it to your clipboard. 

You can also add an inclusion or exclusion list at the bottom of the page if none of the filters match your desired group. 

After applying filters, go to the top right corner and choose:

• Save as Draft: Saves your progress without creating any users.
• Save: Creates users who match your filters, but does not send invites.

To send invites, go to the Onboarding tab

Next, go to part 4 to learn how to configure your team hierarchy which determines how your members are assigned their manager and team. 

After you’ve chosen which employees to import and your HR system has finished syncing with Everlance, the next step is to set up your team hierarchy. This involves deciding which team and manager each employee should be assigned to in Everlance.

There are three ways to configure team and manager assignments. Click here to learn more.

Our HR integration is powered by our partner, Merge. Merge is built to protect your data in accordance with industry-compliant frameworks including SOC 2 Type 2, ISO 27001, and complies with privacy regulations like CCPA, GDPR, and HIPPA.

It can take between 10 minutes and 2 hours for your data to populate. 

The system can take up to 24 hours to update. You can check the member's table to see the last sync time for your HR system.

No, editing a member’s profile in Everlance will not update the information in your HR system.

To see the full list of HRIS integrations click here. To find your HR platform you will need to scroll or use ctrl+F to search. 

The HR integration feature is free for a limited time. However, some HRIS providers (not Everlance) may charge their customers for API access. For more information on which platforms might incur charges, please refer to this list.