How to connect your HR-System to the Optio Portal

Step-by-Step Guide for Connecting HRIS to the Optio Portal

1. Access the HR Integration Section

1. Navigate to the “Integrations” tab in the side menu.
   
   
2. Click “HR Integration”.

If you don’t see the tab, contact your dedicated account manager for assistance.

You will arrive at the HR Integrations landing page, where you can manage and set up your integration.

2. Start Setting Up Your Integration

1. Click on one of the “Set up integration” buttons.
   
   
   
2. Select your HR system from the list or search for it using the search bar.
   
   
   
3. Click on your chosen HR system.
   

3. Connect Your HR System

1. Review the fields available for synchronization.
   
   
   
2. Follow the instructions for setting up you connection. This process varies depending on your HR system. You first need to set up the integration in your HR system.
   
   Refer to this guide for detailed steps on retrieving your credentials.
   
   Example: Setting up an API connection in Personio.
   
   
   
3. Enter your credentials, and click “Next”. For Personio you need the subdomain name, client-ID and Client secret.
   

4. Configure Employee Filtering

1. Set up “Employee Filtering” to specify which groups to sync with the Optio Portal. If you don’t need any filtering you can continue without selecting anything. You can create you own filter in your HR if the standard filtering does not do the job for you.
   
   
   
2. Click “Finish” once filtering is configured.
   

5. Wait for Connection

The Optio Portal will establish a connection with your HR system. This may take a few minutes.

6. Customize Synchronization Settings

1. Select the fields you want to sync and verify where they will map in the Optio Portal.You can test the connection by pasting in a email of an employee. You will then see what the field will show for that employee. If the fields do not match your expectation you have the choice of switching from the "default" to either "complex" or "custom".
2. Choose an identifier for your employees. You can choose between Employee Number and Company Email.
   
   Recommendation: Use the Employee Number for long-term consistency rather than work email.
   
3. Specify the Legal Entity for employee registration.
   
   You can choose if you would like to "map your entities).
   If you want to map your entities (select which entity in your HRIS that should represent the entity in the Optio Portal) select "I need multiple entities".

7. Preview and Finalize Synchronization

1. Preview the synchronization to ensure everything is correct.
   
   No changes will be applied until you click “Synchronize Now”.
   
   
2. If issues arise, adjust settings in your HR system before proceeding.
   
   
   
3. When the sync is completed and you are happy with the synchronized data you can click "Synchronize Now".

8. Synchronization Completed

Once synchronization is complete, your integration is fully operational.

The sync doesn't happen automatically and if you want to fetch fresh data you have to click sync now. Data is coming from HR system couple times a day, usually every 3-4 hour.

Disconnecting the Integration

1. Go to the Settings page.
2. Click “Disconnect” to disable the integration.
   

You can reconnect at any time by repeating the setup process.