Automatically update your user base via a SFTP integration with your HRIS
Introduction
To automatically update your user database in Simbel, we can provide you with a secure SFTP server.
This solution is generally recommended if:
- There is no possibility to retrieve user data via API with your HRIS
- A connector is available but does not allow you to retrieve all the data you need for your reporting requirements, for example:
- Your HRIS does not have data on hourly wages, who is in charge of prioritizing Training Requests, ...
- The data is available in the HRIS but not exposed via API
How it works :
- You upload a file containing your user data to a SFTP server we provide, at a frequency to be defined (daily or weekly recommended).
- Simbel automatically synchronizes this data every day at 2:00 AM.
Setup Process
File Preparation
- We provide you with a template to be filled in (see below for the data model)
- Our team assists you in identifying the necessary information during the deployment process
Access Configuration Simbel configures:
- The SFTP server URL
- The username
- The access key
You will receive these credentials in two separate emails for security reasons:
- Email 1: Server URL and username
- Email 2: Secure access key
You send the file to your Simbel project manager to validate it. Before going live, we check the file format to ensure optimal synchronization.
Data Synchronization Every day at 2:00 AM, Simbel automatically reads the latest file uploaded and processes the updates. If no new file is added, the last uploaded file is used again.
Q&A
Can you choose the frequency of file uploads and synchronization? Simbel analyzes files at a daily frequency. You can decide to upload a file at a lower frequency (weekly, monthly). We recommend daily uploads to avoid manual updates or new hires not having access to the platform.
Note: Manual changes in Simbel will be overwritten by the data from retrieved from the SFTP file during synchronization for all users in the file (except for empty columns in the file).
Which users should be included in the file (active/former employees)? We recommend including all your users:
- Currently employed
- Those who left the company over the last 3 months
In all cases, including the departure date from the company is crucial so we can deactivate users who leave the company on that date
đź“Ś Data that can be input
Field Name (Required*) |
Technical name |
Expected Value Type |
Explanatory Comments |
|---|---|---|---|
| Gender | gender | M or F | This field allows you to track training rates, expenses, and hours worked by gender for your reports. |
| Email* | user@simbel.fr (free text) | Required only if it is the unique identifier for users in Simbel. Recommended in all cases if you want Simbel to automatically notify users. | |
| Employee ID* | employee_number | Number | Required only if it is the unique identifier for users in Simbel. |
| First Name* | firstname | Free text | Employee's first name. |
| Last Name* | lastname | Free text | Employee's last name. |
| Spoken Language* | language | FR or EN | Language spoken by the employee. |
| Phone | phone_number | Free text | Employee's phone number. |
| Job Title | job | Free text (e.g., Maintenance Technician, Sales Director...) | Employee's job title. |
| Team | team | Free text (e.g., Communication, Accounting, Management, Legal...) | Workgroup the user belongs to. |
| Business Unit | business_unit | Free text | Main department or service the user is attached to. |
| Manager Email | manager_email | manager@simbel.fr (free text) | Required if you want Simbel to ask managers to prioritize requests and/or submit requests on behalf of their teams. If the unique Simbel identifier is the employee ID, prefer the manager's employee ID. |
| Manager Employee ID | manager_employee_number | Number | Required if you want Simbel to ask managers to prioritize requests and/or submit requests on behalf of their teams. If the unique Simbel identifier is the email, adding the manager's employee ID is not necessary. |
| Legal Entity | legal_entity | Free text | Entity the user is attached to. |
| Country (of contract) | country | Free text | Country where the employment contract is established. |
| Socio-Professional Category | socio_professional_category | Free text (e.g., Executive, Worker...) | User's professional status. |
| Site | site | Free text | User's physical workplace. |
| Group 1 | group_1 | Free text | Free text field used by Simbel to assign admin or group moderator rights (sub-groups of a given population managed by specific administrators). |
| Group 2 | group_2 | Free text | Same as Group 1. |
| Contract Type | contract_type | Free text (e.g., Permanent, Fixed-term, Apprentice...) | Type of employment contract. |
| Contract Start Date | contract_start_date | (dd/mm/yyyy) | Date the employment contract begins. |
| Date of Birth | birth_date | (dd/mm/yyyy) | User's date of birth. |
| Contract End Date | contract_end_date | (dd/mm/yyyy) | Planned end date of the contract (used to deactivate a user). |
| Loaded Hourly Cost | cost_per_hour | Number | Employee's hourly cost to the company. |
| Active User? | state | true or false | Indicates if the user is active in the system. |
| SSO | use_sso | true or false | Indicates if the user uses single sign-on. |
| Custom Field 1 | user_custom_field_1 | Free text | Customizable field based on organizational needs. |
| Custom Field 2 | user_custom_field_2 | Free text | Customizable field. |
| Custom Field 3 | user_custom_field_3 | Free text | Customizable field. |
| Custom Field 4 | user_custom_field_4 | Free text | Customizable field. |
| Custom Field 5 | user_custom_field_5 | Free text | Customizable field. |