Sometimes you cannot or do not want to release entire departments or groups for HR synchronization to desk.ly, but only individual employees from these.
When do I need this?
You can easily connect desk.ly with over 25 HRIS systems (Personio, HRworks, etc.). User data is synchronized directly in desk.ly - without manual effort in the HR department.
However, not all HRIS systems offer the same options for assigning groups and authorizations. If you want to activate and synchronize individual employees for desk.ly without taking their entire department with you, the following solution will help you.
Please contact your contact person at desk.ly before setting up the function, as a one-time approval and check must be carried out by us for the function.
This is how it's done
1. Create a custom field in your HR system
First, you need to create a custom field on the employee object in your HRIS system. This then controls the release for synchronization of individual users to desk.ly, if the field is filled with a corresponding value.
- The name of the field can be chosen freely, but a descriptive name such as “desk.ly User” is recommended.
- Existing fields can also be used as long as they meet the following requirements.
- The field must support one of the following values:
- 1, true, on, yes (numbers or strings)
- All other values are interpreted as “false” or “off”, even if the field remains empty
Due to the large number of HR systems available, we are unable to provide specific instructions for these, please consult the manual and/or IT administrator of your system. Below we provide a few useful links to the most frequently used HR integrations:
Personio
- Manage custom sections and attributes
- Generate and manage API credentials (Assign permissions on the integration)
2. Send the name of the field to desk.ly
Please share the name of the created/selected field with your desk.ly contact person. We will then set it up once for synchronization.
3. Release individual employees for synchronization
Use the new field in your HRIS system to mark each user who is to be synchronized individually (regardless of group or department affiliation) to desk.ly. To do this, enter one of the following values in the field: 1, true, on, yes.
4. Activate the individual synchronization in desk.ly
Activate the switch for individual integration in the HR synchronization settings in the desk.ly admin area.
Now all employees marked accordingly in the HRIS system are created as users in desk.ly and synchronized.
Switch off individual synchronization
- To stop synchronizing individual users, remove the entry in the user-defined field of your HRIS system or set it to a value other than those specified above.
- To disable individual synchronization for all users, deactivate the switch in the HR synchronization settings.
In both cases, the affected users will be deactivated in desk.ly (and thus no longer consume a license), unless they are still synchronized via their group or department affiliations.
Do you have further questions?
You can contact our support team at any time by email (support@desk.ly). We are also available Monday to Friday between 9 a.m. and 4 p.m. via live chat and/or by telephone on +49 541 9625 9040.
You also have the option of contacting support here via the Help Center. To do this, use the “Contact support here” button in the top right-hand corner.