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HRIS, SCIM & Payroll Integration: How it works

Product Team
Updated

Integration Functionality

allwhere's integration with HRIS systems via Merge ensures your employee data is always up to date, enabling smooth operations across equipment management and user workflows.

Here's how it works:

  • Employee Matching: When employee data is received from your HRIS, allwhere checks for existing employees based on:

    • HRIS unique identifier

    • Work email

    • Personal email

    If a match is found, the employee's record in allwhere is updated. If no match exists, a new employee is automatically created.
    WARNING: If your allwhere instance has a record with a personal email only, and your integration contains only a work email allwhere will create a new record with just the work email address. Please ensure your HRIS has a corresponding email address to what is already in allwhere.

    For Okta users, we recommend you do a custom field mapping for personal email address prior to the initial sync to avoid this scenario. 

  • Status Logic: allwhere adds employees who are:

    • Marked as "Active" in the HRIS

    • In a "Pending" state with a future start date

    These employees will become visible and manageable in your allwhere organization.

What Data is Synced

The integration captures and syncs the following fields from your HRIS:

  • Work and personal emails

  • Phone number

  • First and last names

  • Preferred name

  • Start date, end date, and hire date

  • Group or department

  • Avatar

  • Employment status

  • Home and work addresses

This data is used to pre-fill recipient forms, trigger employment-based workflows, and track changes over time.

Important Integration Behavior

  • Read-Only Data in allwhere: Once an employee is linked to your HRIS, their information becomes non-editable in allwhere. If you need to update details (e.g., start date, address, job title), they must be changed directly in your HRIS.

  • No Automatic Archiving: The integration does not remove or archive employees automatically. Employees will remain visible in allwhere until manually archived or updated to an inactive state.

  • Initial Sync Duration: When you first connect your HRIS, the sync may take several hours to complete. The duration depends on both the HRIS provider and the size of your organization.

  • Sync Frequency: Most HRIS systems connected via Merge sync every hour. This keeps employee information relatively fresh without overloading the system.

  • Custom Field Mapping: In general, the default sync is sufficient. However, for some HRIS platforms like Okta, additional custom field mapping may be recommended for enhanced coverage. To create a custom field mapping, navigate to Integrations > Manage > Configure and follow the prompts to set your custom field maps.  

Support

If you notice unexpected behavior (such as a missing employee, delayed sync, or mismatched data), we recommend:

  • Verifying that the employee appears correctly in your HRIS with all relevant fields populated

  • Confirming that the employee’s status qualifies them for inclusion (e.g., "Active" or "Pending")

  • Allowing time for the hourly sync to complete

For continued issues or more complex troubleshooting, please reach out to hello@allwhere.co.

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