What will I learn from this article? | Integration overview including the data points synced, how managers are assigned their teams, adding extra filters & the impact on user roles within the platform |
Who is this article for? | Administrators |
What does the integration do?
The integration allows the syncing of employee data from your HRIS to your WeThrive account, meaning your employee data in WeThrive is kept up to date and always matches the information in your HRIS.
It also means that the WeThrive administrators don't have to manually update their people data, saving time and resource.
Note: The data sync is one-way. Your employee data is taken from your HRIS and mapped into WeThrive, not the other way around.
What data is synced across to WeThrive?
The employee information that syncs into WeThrive will slightly differ from HRIS to HRIS, depending on the fields available. However, most sync the following data for each employee:
Employee email address
Employee first name & last name
Team (this could also be Division, Job Family or Job Role depending on your HRIS).
Work location
Department
Their manager
Whether they are an active employee (if someone leaves and this is marked in the HRIS, they will be made inactive in WeThrive).
How does the data map across to the WeThrive fields?
Your HRIS data maps into the following WeThrive filters, and cannot be changed:
WeThrive field | HRIS field |
Email address | Email address |
Name | Name |
Team | Team/Division/Job Family/Role Dependent on the fields available in your HRIS - Team or Division are used if available. |
Location | Work location |
Department | Department |
Manager (filter) | Manager |
Gender If this filter is activated in WeThrive. | Gender |
Ethnicity If this filter is activated in WeThrive. | Ethnicity |
Reports to This field determines which managers can access each employee. | Direct reports / Manager WeThrive will use the manager hierarchy from the HRIS to assign managers access to the right employees. |
Active Employees are either active or inactive. | Employee status Whether the employee is active, leaving/a leaver or terminated. |
Automatic manager logins and manager assignments
A key difference between these integrations and previous ones available, is the addition of automating manager logins.
Any users in your HRIS who are listed as being a manager with a set of direct reports, are added to WeThrive as Manager Bubbles and given manager logins. The first time they are added to WeThrive as a Manager Bubble, they will be sent an activation email to set a password for their account.
The manager's team will also automatically be assigned to them.
These details are kept up to date with every sync.
Reporting lines - manager hierarchies
We have also added a new function that allows you to set up a hierarchy of managers. This can be switched on or off by your Account Manager.
If switched on:
Your teams will be assigned to their immediate line manager
These teams will also be assigned their line manager's manager.
This continues up the chain and can mean a reporting line of 4 or 5 managers in larger organisations.
This gives the senior managers an overview of their own direct reports as well as visibility of the line manager groups that sit beneath them.
Here's an example:
Bob manages the Sales team.
Jane manages the Marketing team.
Bob and Sally both report to a senior manager called Elliot.
Bob is assigned to all members of the Sales team.
Jane is assigned to all members of the Marketing team.
Elliot is assigned to Bob and Sally, who are his direct reports.
Elliot is also assigned to all members of Bob and Sally's teams.
This gives Elliot access to his direct reports as well as the teams they manage.
If switched off:
Your teams will only be assigned to their immediate line manager.
Only the line manager will have access to the individuals in their team (as well as the admins/execs who have an org-wide overview).
Senior managers will not have visibility of the employees that report to the line managers that sit beneath them.
Here's an example:
Bob manages the Sales team.
Jane manages the Marketing team.
Bob and Sally both report to a senior manager called Elliot.
Bob is assigned to all members of the Sales team.
Jane is assigned to all members of the Marketing team.
Elliot is assigned to Bob and Sally, who are his direct reports.
Elliot does not have visibility of Bob's Sales team members, or Sally's Marketing team members.
If I change an employee's details in WeThrive, will it be overwritten when resynced to HRIS?
Only if you are trying to change information in one of the fields listed above.
For example, if you switch someone's team in WeThrive but did not update their record in your HRIS, the next sync will overwrite your change and the individual's team in WeThrive will switch back to match your HRIS record.
You can add additional segmentation and details to employee records that are not overwritten, as discussed below.
Can I add extra filters to my WeThrive account?
Yes, you can. WeThrive allows you to rename filters, as well as add additional filters.
Renaming filters
You can rename your filters to the most relevant terms e.g. if your HRIS uses the term 'Division' instead of 'Team' you can update this.
However, changing the filter names will not change the data that is mapped from your HRIS into those fields. The data always maps into the same fields in WeThrive.
Adding extra filters
WeThrive provides more filtering options that can be utilised alongside your HRIS data:
Add data into the Unit filter. The integration does not map any data into this filter. You can also rename the filter.
Add completely new filters in the Settings area.
Remember: If you create new filters and manually add data, you will need to keep this up to date as these details are not automatically syncing with your HRIS.
What happens if I switch a user to an Employee Bubble (employee login)?
The user's role will not be overwritten when WeThrive next syncs with your HRIS.
This means you can give employees their own logins at a time that suits you, and these will be maintained as the two systems continue to sync.
What happens if I give someone an Administrator or Executive login?
If you give someone an Administrator or Executive user login to WeThrive, the user's role will be maintained and is not overwritten when WeThrive next syncs with your HRIS.
Assigning employees to Administrators and Executives
If your Administrator or Executive user has a set of direct reports, the user will be assigned to their direct reports.
These user types are only ever assigned to their direct reports.
If the manager hierarchy is switched on, giving senior managers access to line manager groups that sit beneath them, Administrators and Executive users are still only assigned to their direct reports.
This is because these user types already have full access to view all manager groupings.
How often does the integration sync?
The integration syncs every night to ensure your employee records in WeThrive are as accurate as possible.
How to set up your integration
To connect WeThrive with your HRIS system, you will need to first contact support@wethrive.net or your Customer Success Manager (CSM).
Your CSM will share a URL link - click follow the instructions. You may need to find your API key within your HR system to complete this step.
Once completed, let your CSM know and they will link up your HRIS system to your WeThrive account.
Once done, your data will sync immediately and continue to sync every night - all updated fields will appear in the People Table within WeThrive.