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Employee data sync guide

Clara
Updated

Overview

Keep your employee data up to date in Unmind, onboard and offboard employees automatically and increase engagement and adoption with the employee data sync integration.

Get set up and sync employee data in hours or days, not weeks or months.

  • Engage your whole workforce
    We can run campaigns to increase awareness and adoption of Unmind to maximise engagement and value for employees.
  • Offboard leavers automatically
    On the day an employee’s employment ends, we’ll automatically offboard them and schedule their personal Unmind data for deletion.
  • Identify managers
    We’ll keep managers synced with Unmind so that managers automatically can access and receive manager-specific content

Sync your employee directory

The quickest, most secure way to share employee data with Unmind is with our employee data sync integration. You can sync employee data from your Human Resources Information System HRIS software (such as Workday, HiBob, BambooHR, SAP Success Factors)

The integration is transparent about what employee data Unmind is requesting and you still retain 100% control over what information is shared.

What Unmind needs from you to sync your employee data

  1. Ensure you have read and signed the Unmind Data Processing Addendum DPA.
  2. An idea of typical lead times for your company to approve our integration with your HRIS or identity provider. These vary from client to client depending on which teams are involved: HR, IT, Information Security.)
  3. When you’re ready, you can sync your employee data with Unmind by following some simple configuration instructions. The integration itself is very straightforward and will not require any development/engineering effort, only configuration by an administrator of your HRIS or identity provider.

What support you’ll get from Unmind

  • Unmind can support you through the process and we’ve designed it to be as quick and easy as possible. Everything should be configurable by your HR or IT administrator with the appropriate permissions, so you won’t need to do any additional development or engineering.
  • Unmind can provide step by step instructions on how to integrate your HR system or identity provider with Unmind.

Integration process

  1. Unmind emails a link to your integrations team
  2. The link opens an integration tool with step by step instructions on how to setup the integration:
    • You have full visibility and control over what data is being requested by Unmind
    • We will only use employee data that you share for the purpose that is agreed
    • No development or engineering is needed and the integration can be completed by a HRIS or IT admin with the correct permissions.
  3. Once the integration is complete you will receive confirmation that it is successful
  4. Employee data is synced at least daily and up to every 3 hours

Technical details

Unmind uses the merge.dev platform to enable your company to easily sync employee data with Unmind. Merge is an enterprise engagement tool that provides a secure way to sync employee data from your HRIS to Unmind. Merge is SOC 2 Type II, ISO 27001, and HIPAA certified.

Employee Data

Data Field

Type

Required?

Purpose

First name

Text

Yes

To identify an employee and to use in email campaign

Last name

Text

Yes

To identify an employee and to use in email campaign

Preferred name

Text

Optional

To be used instead of First Name if provided.

Work email

Text

Yes

To identify an employee and to use in email campaign

Employee number

String

Yes if Email isn’t used

To identify an employee, this will be used if the organisation uses employee IDs instead of emails.

Employment status

String

Yes

To identify whether an employee is active or not. Possible values ACTIVE, PENDING, INACTIVE

Start date

Date

Yes

The date will be used to process the employee.

Termination date

Date

Yes

To identify when an employee has left the company so that we can automatically remove access and delete their data at the right time

Manager

String

Optional

To grant access to Unmind Manager content and to send manager specific emails Depending on Package).

The employee's manager ID is required.

FAQs

  • Q: Does my company have to set up an integration to sync employee data with Unmind?
    It’s recommended but not mandatory. If you don’t use the HRIS or Identity provider integration you will manually have to upload leavers (and also joiners if you use Employee ID to login.) In addition you may have to periodically share lists of employee emails if you would like Unmind to engage with your whole workforce via email to increase adoption and awareness of Unmind.
  • Q: How long will it take to set up the integration with Unmind?
    Setting up the integration can be completed in minutes by your HRIS or identity provider admin. The first sync will then take up to a couple of hours, but normally less. Employee data is subsequently synced daily. Please factor any of your internal IT integration approval processes into your planning.

  • Q: Does this use SFTP?
    We offer two integration options:
    API: This method uses your HR system's API to securely access the necessary data. Simply follow the instructions provided to set up secure and customisable access. No development or engineering effort is required.
    SFTP: For platforms where SFTP is available, you can opt for this method to transfer data between your HR system and Merge. SFTP uses a full file and deletes rows that are not present in each transfer, ensuring efficient and secure data transfer.

  • Q: Is my data secure?
    We take protecting and processing your data seriously. We will only use employee data that you share for the purpose that is agreed. Our integration is SOC 2 Type II, ISO 27001, and HIPAA certified. All data is encrypted in transit and at rest.

  • Q: If we want to terminate, how can we ‘cancel’ the integration? How do we stop the data transferring?
    You have full control within your HRIS to remove the connection, or you can let our support team know and they can switch off the connection from our end. Once the connection has been stopped we can schedule any synced employee data to be deleted in 24 hours.

  • Q: Can we select what data is shared, and what data isn’t?
    Yes. You retain full control over what employee data is shared with Unmind. We will
    only request data that you and Unmind have agreed in advance.

  • Q: What about data on non-Unmind users, will you have access to that?
    Yes. When you sync your employee data Unmind will have access to all employees, though only to the specific attributes that have been agreed. This is beneficial as we can send all employees emails as part of the launch of Unmind to maximise take-up and adoption.

  • Q: Will this provide Unmind access to PII data about our employees?
    Employees already share their name and email address with Unmind. If you choose to share demographic data (age, gender, ethnicity) or time off data then that data will only be used in an aggregated, anonymised way so that employee privacy is protected.

  • Q: How long does Unmind keep the data accessed through merge.dev for?
    Any data that we access through a HRIS or identity provider integration is subject to our standard data retention policy. Data security, integrity, and retention of your information.

  • Q: What if we only want Unmind to have data on a certain segment of our business, can we stop access to all employee data?
    You can set the scope of data shared within your HRIS or identity provider.

  • Q: Is the data shared via a file? SFTP? How is it transferred? How is that transfer safe?
     While we primarily use API requests to securely transfer employee data, Merge has started rolling out SFTP for select platforms, starting with Workday.
    All data transferred, whether through API requests or SFTP, is encrypted in transit and at rest. Access to employee data is authorised by your company.

  • Q: Will this remove the need to manually upload data every month? How will Unmind know about new joiners?
    Yes, you won’t have to periodically prepare and upload CSV files to Unmind to add joiners or remove leavers. If you currently upload managers then you won’t need to do that either.

  • Q: Can Unmind integrate with our HRIS directly?
    Unmind provides an easy integration using our integration tool merge.dev. This allows us to easily integrate with most common HR systems.

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