Self-service user data provisioning

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

Prerequisites

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.

Setting Up the HRIS Integration

1. In the Onboarding dashboard, select User provisioning, followed by Continue.

   

2. Search for the user data provider your organization uses and select Connect.

   

3. A dialog window for the integration will open. Your setup will be based on our integration service provider Kombo, guiding you through the steps required to set up a safe connection between your HRIS and SoSafe.
    

   

4. Follow Kombo's setup instructions. Here you will:
   • Review and grant the required permissions
   • Authorize with your HRIS credentials
   • Apply Employee Filtering : Choose which employees to sync
   • Finish the integration
5. Select Save & continue to proceed to the next step.

Setting up user attributes & user groups

1. Here you will determine which user data attributes from your HRIS (to the left) are mapped to which attributes in SoSafe (to the right). Usually our automated default should work well. However, when needed you can manually change any mapping you wish, as shown in the screenshot. Select Save & continue to proceed.

   

2. In this step, you will determine how user groups are created. If you select Default groups, our system will decide how those are created. In the case of Entra, for instance, it will default to your security groups. This works well for some organizations, but less so for others, as it highly depends on how you use your HR system. If a user is a member of various security groups, for instance, the system can only pick up the first group they are in. In addition, all security groups are imported.
   A fairly safe default is to select Custom groups and then choose Department. 
   Select Save & continue to proceed to the next step.

3. You will now be shown a quick overview of your settings. Select Finish to return to the Onboarding dashboard.

   

    

Managing the Integration

If you want to make canges to your HRIS integration down the line, you can always do so under Settings / Integrations in the Manager. Search for your integration and select Edit. 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

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?

You can simply disconnect the integrations from the Settings / Integration page in the Manager. However, for security reasons we also recommend disabling the connection in your Active Directory / HRIS system. Each solution may have a different disconnect flow, please refer to the systems' corresponding support articles.

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