How it works
The HR information system (HRIS), such as Workday, BambooHR or HiBob, is the source of truth for who works at the organization, in which team, reporting to whom, from which start date and until when. The integration reads those records on a schedule or as they change, through the HR system's API, a secure file drop or an identity provider in between.
Workplace software maps HR fields to its own objects: a person, a team, a building, a start date. A new hire appears as a joiner waiting for a seat before day one, a leaver's assigned desk is released on the leaving date, and a team change moves the person into the right neighborhood.
It overlaps with directory sync. Directory sync through an identity provider or SCIM keeps the user list and sign-in current. An HRIS integration adds the employment facts identity systems often lack, such as future start dates, leave dates and cost centers, which are what seating and move planning need.
How to measure it
- Check how long it takes for a new hire in the HR system to appear in the workplace platform.
- Audit assigned desks held by people who have left; the count should be zero.
- Compare team membership in the workplace platform with the HR system for a sample of teams.
- List which fields sync, in which direction, and who owns changes to the mapping.
Examples
- A new starter is added in the HR system weeks before day one; the workplace team sees them in the joiners queue and assigns a desk next to their team.
- An employee's leaving date passes and their permanent desk returns to the bookable pool automatically.
Common mistakes
- Syncing only names and emails, so team, manager and start-date data still have to be kept by hand.
- Taking the same field, such as team, from both the identity provider and the HR system without a rule for which wins.
- Forgetting contractors and interns who are not in the HR system.
How Kadence helps
Kadence WorkOps Pro includes an HRIS integration with Workday, BambooHR and HiBob that syncs new starters, leavers and leave dates to drive seating. Leavers are removed from their seats automatically, and customers with other HR systems can push HR fields in through the API. Move Manager then seats new starters with recommendations and auto-assign.
Pricing · Integrations · WorkOps
Frequently asked questions
What does HRIS stand for?
HRIS stands for human resources information system: the software that holds employee records such as job, team, manager, location, start date and leaving date. Common examples include Workday, BambooHR and HiBob. Other systems, including workplace software, read from it to stay current.
What is the difference between an HRIS integration and directory sync?
Directory sync, often through SCIM or an identity provider, creates and removes user accounts and keeps basic attributes current. An HRIS integration adds employment facts that directories often lack, such as future start dates, leave dates and cost centers. Workplace teams need both to seat people before they start and release desks when they leave.
What data does an HRIS integration share with workplace software?
Typically name, email, team or department, manager, office location, start date and leaving date, and sometimes leave periods or cost center. The workplace platform uses them to create joiners, place people in team neighborhoods, release leavers' seats and keep reports grouped by the right team.
Why connect the HR system to desk booking?
Without it, someone re-keys every new starter, team change and leaver by hand, and seating falls behind reality. With it, new hires can be seated before day one, leavers stop holding desks, and occupancy reports group people by their current team.
Related terms
- Joiners, movers and leavers (JML) The process that keeps access, equipment, seating and records in step when people join, change role or leave.
- SCIM provisioning An open standard that creates, updates and deactivates user accounts in apps automatically from the company directory.
- Headcount planning (for space) Forecasting how many people will work in each team and location, and turning that into the office space they will need.
- Move management Planning, sequencing and carrying out workplace moves, from one desk change to a whole-team relocation.
Kadence editorial team · Last reviewed