Are you looking for a more efficient way to manage your team members' profiles? Our latest HR Integration feature is designed to save you time by automatically syncing key employee details from your HR system directly to the Everlance team dashboard.
Once connected, changes in your HR system such as first and last names, email addresses, employee IDs, zip codes, states, and end dates will be updated in Everlance within 24 hours. You can choose between two modes:
- Update: Sync changes to existing profiles (e.g., invite members manually to Everlance, as you currently do, and leverage HR integration to sync these members' information automatically).
- Create and Update: Automatically adds new team members and syncs profile updates.
This eliminates the need for manual data entry or CSV uploads, making member management easier than ever. For example, if an employee leaves the company, their end date will be automatically reflected in Everlance.
Please note that at this time, certain fields such as program, team, role, and leave dates are not updated through the integration.
With over 100 HR integrations available, population management has never been easier. Plus, it’s free for a limited time!
If you'd like to connect your HR system to Everlance, follow the steps below:
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 Members Profiles'.
Step 5: Click 'Get started'.
Step 6: Before clicking 'Continue,' please ensure you are a system administrator and have your username and password ready. If you use Single Sign-On (SSO), you will need your credentials. Once you have this information, click 'Continue' to proceed.
Step 7: On the next screen, you'll see a brief explanation of the two configuration modes:
- Update Mode: This mode automatically updates existing Everlance users based on your HR system data, including those added manually or through CSV, whether before or after onboarding.
- Create & Update Mode: This mode creates new users in Everlance and updates them automatically. When a new user is added in your HR system, they’ll automatically be added to Everlance as a member of the root team (without a program assigned). Admins will then need to send these members a welcome email and assign them to the correct program, team, and role. This can be done in the Onboarding section of the Members page. Learn more.
This is a quick overview of the configuration options. You'll be able to review and select the mode that works best for your team in the next steps. Click 'Continue' to move forward.
Step 8: After connecting your HR system, you'll be able to select which members from your HR system should be added to Everlance. You can choose members using our profile filters. If none of the filters match your desired group, you can upload an email inclusion or exclusion list. Click 'Link HR system now' when you're ready to get started.
Step 9: Select your HR system from the list or use the search bar to find it. If your HR system isn’t listed, contact your CSM, who may be able to assist with adding it.
Step 10: Follow the prompts to connect your HR system to Everlance. Each HR system has a different set of steps, so don't worry if your steps vary. The connection process only takes few minutes.
Step 11: Once connected, you’ll be redirected to the Automated Member Profiles page, where you can view the status of your HR connection. To activate the HR integration feature, you'll need to select a configuration mode. Click 'Configure' to proceed.
Step 12: Next, select your configuration mode.
- By choosing 'Update,' the members you manually added or bulk-invited to Everlance will be updated automatically.
- With the 'Create and Update' mode, you'll allow your HRIS connection to update existing members and create new member profiles based on the pre-selected filters.
Update
For the 'Update' mode, ensure you select the box confirming that you’ve read and understood that only updates will be made to existing Everlance members. You must create new users manually in Everlance. When you are ready, click 'Finish linking HR System'.
Create and Update
For the 'Create and Update' option, click 'Next: Choose members to import'.
When using the 'Create and Update' configuration mode, 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' and 'IT' to be included in the integration, so only members from these departments will be created in Everlance.
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.
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, click 'Save' in the top-right corner. All members matching your filters will be added to Everlance, while those on your exclusion list won’t be added.
That's it! You now know how to link your HR system to Everlance. Your members will be imported to Everlance within 24 hours.
Quick reminder: All members added through the HR integration are assigned to the root team, with no program and as regular members. Admins will need to send these members a welcome email and assign them to the appropriate program, team, and role. This can be done in the Onboarding section of the Members page. Learn more
FAQ:
How secure is the HR integration?
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.
How long does it take to populate user data once HR is connected?
It can take between 10 minutes and 2 hours for your data to populate.
How long does it take for a member’s HR profile updates to populate in Everlance?
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.
If I edit my member’s profile in Everlance, will this update in my HR system?
No, editing a member’s profile in Everlance will not update the information in your HR system.
What HR platforms does Everlance support?
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.
How much does the HR Integration feature cost?
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.
Customer Support:
If you need to contact support or have questions, please check out our help center at help.everlance.com or reach out at support@everlance.com or by phone at (872) 814-6308 (USA) or (877)704-2687 (CAN). Our office hours are 9am-5pm EST Monday - Friday and 9am-1pm EST on weekends.
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