User Provisioning - Quick Start Guide

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Onboarding Employees from Your HRIS to SoSafe

Follow the steps below to seamlessly integrate your HRIS (Human Resources Information System) with SoSafe, allowing for an automated user provisioning process. Through this integration, you’ll have direct access to sync employee data, ensuring accurate, up-to-date information on SoSafe.

Prerequisites

Before setting up the HRIS integration, ensure that you meet the following requirements:

1. HRIS administrative privileges

   • Administrative rights in your chosen HRIS system are required. These privileges allow you to authorize SoSafe to sync and manage user data securely, enabling a smooth and secure integration.

2. Access to User Provisioning in the Integrations dashboard

   • Log in to the SoSafe Manager and navigate to the Settings -> Integrations dashboard or use this direct link: https://manager.sosafe.de/?redirect=integrations

   • You must have permission to access the User Provisioning section in the Integrations dashboard within SoSafe Manager. This access is essential to begin the HRIS setup and configuration.

Setting Up the HRIS Integration

1. Locate your HRIS system
   Find and select the HRIS system you are currently using. Available integrations will include a variety of popular HR platforms.
   

   

2. Open the integration wizard
   Click on your chosen HRIS system to open the integration setup wizard. This setup is powered by our subprocessor Kombo, so it will guide you through the steps required to establish a secure connection between your HRIS and SoSafe.
   

   

3. Follow Kombo's setup instructions
   In this modal, you will:

   • Review and grant the required permissions

   • Authorize with your HRIS credentials

   • Apply Employee Filtering : Choose which employees to sync

   • Finish the integration

   • (Optional) Set Up User Attributes

Note: The initial sync may take several minutes. You can safely close the pop-up and return to the Integrations Page after clicking Finish. Once the sync is complete, you can return to continue with user attribute setup from there.

Tip: Refer to the Corresponding HRIS Connection Guide from Kombo for specific steps, permissions, and any additional details you may need for the tool you use.

Set up User Attributes

1. Map user attributes
   Once the sync is complete, you will be prompted to map attributes

   • Default attribute mapping (as per screenshot): We will map the necessary attributes with defaults, however you can update the attribute mapping at any time to fit your organization.
     

     

2. Save the connection
   After mapping the attributes, save the integration. Your HRIS data is now connected and will update automatically based on your HRIS system records.
   

   

Managing the Integration

After configuring the HRIS integration, you can manage or update the connection settings by selecting the Edit button next to the integration. From here, you can:

• Disconnect the integration: fully remove the connection if it's no longer needed.

• Reauthorize HRIS workflow: reconnect to your HRIS if permissions or credentials need to be refreshed.

• Adjust employee filtering: change the filtering options to include or exclude specific groups of employees in the sync. Disclaimer: If the previously synced users are not part of the updated filter configuration any longer, they will get removed from the user management.

• Edit user attribute mapping: update field mappings to align data fields between your HRIS and SoSafe accurately.

After making any changes, be sure to click Save to apply them. This ensures your updates are reflected in SoSafe, keeping the platform aligned with your current HRIS data.

Frequently asked questions

Which attributes are used for grouping?

The department will be the default user attribute for grouping. The next version will enable you to change the grouping as well.

How long does the initial sync take?

The sync duration varies based on the data volume, typically ranging from a few minutes up to 10 minutes for large datasets. Users can close the window and return to finalize user attributes.

What if an attribute is stored differently in the HRIS?

During the attribute mapping stage, users can map custom attributes to align fields like email or department with SoSafe’s required fields, ensuring data consistency.

Can multiple HRIS connections be active simultaneously?

No, only one HRIS connection can be active at a time. Users may disconnect an existing connection to switch to another.

Which employees will be provisioned?
As part of the connection flow, you can set filters that define which employees will be provisioned to SoSafe.  No additional employees will be provisioned to SoSafe or stored in any other way. 

Can I combine several HRIS sources or HRIS with manual user provisioning?

No, as of now you can only connect one source of truth with SoSafe.

Can I disconnect the user provisioning from my Active Directory or HRIS System directly?

Each Active Directory/HRIS System may have a different disconnect flow, please refer to their corresponding support articles. SoSafe’s recommended solution is to disconnect the flow from the SoSafe Manager.

Which HRIS systems are supported?
We support the following vendors: