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Sync Culture Amp with your HRIS data


You can integrate Culture Amp with your HRIS to automatically sync data between the two platforms. This page has everything you need to know about the process of setting up and using an HRIS integration. 

Here is what you will find in this support article:

About HRIS integrations:

Setting up an HRIS integration:

Troubleshooting an HRIS integration:

Benefits of an HRIS integration

Good insights start with good data. In order to make the most of Culture Amp, it’s important to have accurate, up-to-date information about your employees in the platform.

There are two ways to update your data in Culture Amp. You can manually import data using an XLSX or CSV document, or you can sync Culture Amp with your HRIS via an HRIS integration. 

We strongly recommend an HRIS integration as it will allow you to take full advantage of the Culture Amp platform. With an HRIS integration, you’ll be able to:

  • Make regular surveying via pulsing and lifecycle surveys incredibly easy
  • Improve the quality of your insights by ensuring your data is correct and up-to-date
  • Easily distribute insights to the right people using hierarchy and reporting line information 
  • Share the workload around collecting and understanding on feedback 

HRIS integrations are also very flexible. You can choose between automatic daily syncs or manual syncs at a time of your choosing. And you’re not limited to the data in your HRIS, you can supplement your data by manually adding additional demographics in Culture Amp. 

Integration options

Native integrations 

We offer native integrations with BambooHR, Namely and Workday. 

The BambooHR and Namely integrations are easy to set up, often without technical support. If you are a Workday customer, you may require support from your IT Team or Workday representative.

We also offer an SAP SuccessFactors integration. However, SAP customers are encouraged to use our SFTP integration as it provides more visibility and is easier to manage. For more information, contact Culture Amp support

SFTP integrations

If you use an HRIS not mentioned here, you may still be able to integrate with Culture Amp using Secure File Transfer Protocol (SFTP). 

SFTP allows you to securely transfer data from one place (like your HRIS) to another (like Culture Amp). If your HRIS has a built-in SFTP client, SFTP will allow you to automatically sync your data and ensure Culture Amp is always up to date. 

Our customers have used SFTP to integrate with ADP, UltiPro, SAP SuccessFactors, Oracle PeopleSoft, Cornerstone, HiBob, Ceridian and Zenefits. Many other platforms also offer SFTP integration, so this is a great option to explore. 

If you, your IT team or your HRIS provider have questions about any of our integrations, you can contact our Product Support team at support@cultureamp.com.

How to integrate with BambooHR 


Culture Amp can import all your employee data directly from BambooHR using the
BambooHR Reports API. The set-up process is straightforward and can usually be completed in one sitting without technical support. You can set up your integration to sync data manually (as triggered by an admin user) or automatically on a daily basis. 

To get started, go to Account admin > Integrations > BambooHR > Set up Integration

Detailed instructions on how to complete the integration process can be found below. 

Step 1: Set up the BambooHR Report

Produce a Custom Report in BambooHR that has the required fields plus any demographics you want to import (e.g. Manager, Location, Department). At a minimum you must include:

  • Name: available in the report under the Calculated section. In the report this will appear as the Display Name column.
  • Work Email: available in the Personal section.
  • Status: available in the Personal section.
  • Termination Date: available in the Job section.

We highly recommend adding ‘Supervisor email’ as well, as you can use this to create your organizational hierarchy in Culture Amp. We have detailed instructions how to add the 'Supervisor email' field to your report for BambooHR integration.

You can also include Preferred Name (preferredName), Date of Birth (Birth Date) and Start Date (Hire Date) -- Date of Birth and Start Date will be used for generating Age and Tenure Demographics -- as well as any other columns you wish to use as demographics. For example, Department, Gender, or Country.

Important things to check: 

  • Last Name, First Name: When you first create a report it will include the Last Name, First Name field. You must remove this field in favor of using the Name field that we mentioned earlier.
  • Employee ID: Only include the Employee ID field if you populate it within BambooHR. If you don't use this field in BambooHR, Culture Amp will use the BambooHR ID of each employee as their Culture Amp Employee ID in order to match user records across syncs.
  • Show history: Some fields include a checkbox for 'Show History'. Leave this field unchecked, as we only want the most up-to-date values, and don't want the history of that data for a person.

Finding your report ID: 

To set up your integration, you’ll need the report identifier for your custom report. This can be found by accessing your custom report as normal. In your browser location bar you'll see something like https://acme.bamboohr.com/reports/report.php?id=123. The Report ID number is the 123 at the end.

Step 2: Create an API Key in BambooHR

To create your API Key:

  1. Log in to BambooHR as the user account that you wish to use for the key creation
  2. Click on the Profile image in the top right corner of the window
  3. Select API Keys
  4. Select Add new key
  5. Copy the value of the API Key created which will be in the form of: 333e42ef58a08755f84aa4877399ca355639829d

NOTE: For security reasons, it's best to create this API Key from a user account that only has access to the data fields you wish to sync with Culture Amp. You'll need to share the custom report with this user too. Please ensure that this user has access to the Personal & Job categories within BambooHR. For more information on creating an API key, please refer to BambooHR Documentation.

Step 3: Add the Integration in Culture Amp

The integration can be configured in your account via the Integrations page under Account Administration.

In order to get the integration up and running, you will need three pieces of information from your BambooHR account:

  • Subdomain
  • API Key
  • Report ID 

At this point, you can also decide whether you want to run automatic syncs, and set a contact email address that will be contacted if there are any issues with the integration. 

Step 4: Sync your user data

You can now sync your user data into Culture Amp, which replaces the old data in Culture Amp with the new data from BambooHR. 

Even if you have turned on autosyncs, we recommend running a manual sync after setting up your integration to confirm everything is working correctly. You’ll be prompted to do this when you save your integration. Otherwise you can run a manual sync by clicking the Import Users button at the top of the admin section, or the sync button on the Data integrations page. 

From here, Culture Amp will step you through the same verification process as if you were uploading users via the Import Users process. Once you’ve reviewed your data and clicked import, the sync will run in the background and could take anywhere from a couple of seconds to a few minutes. 

How to integrate with Namely


Culture Amp can import all your employee data directly from Namely using the Reports object from the Namely API. The set-up process is straightforward and can usually be completed in one sitting without technical support.
You can set up your integration to sync data manually (as triggered by an admin user) or automatically on a daily basis. 

To get started, go to Account admin > Integrations > Namely > Set up Integration

Detailed instructions on how to complete the integration process can be found below. 

Step 1: Create custom report in Namely

Create a Custom Report in Namely that has your required fields. At a minimum you must include:

  • Name: available in the report under the Add Column section. In the report this will appear as the Full Name column.
  • Email: available in the Add Column section.
  • User Status: available in the Add Column section.
  • Departure Date: available in the Add Column section.

We highly recommend adding a manager identifier such as Manager Email for each employee, which you can use to create your organizational hierarchy in Culture Amp. You can also add any other columns you wish to use as demographics such as Department, Gender, or Country.

You may also want to include Preferred Name (profiles_preferred_name), Date of Birth (DOB) and Start Date (Start Date). Date of Birth and Start Date will be used for generating Age and Tenure Demographics. 

Important things to check: 

First Name and Last Name: When you first create a report it will include the First Name and Last Name columns which you will need to remove in favor of using the Name field that we added earlier.

Employee number: Only include the Employee Number field if you populate it within Namely. If you don't use this field in Namely, Culture Amp will use the Namely ID of each employee as their Culture Amp Employee ID in order to match user records across syncs.

Language: You can also include Language (Native Language) if you wish to set a preferred language for your employees. Please do not include the Language column as this will be read as a string of text and will not accurately set employees' preferred languages.

Finding your report ID: 

To set up your Namely integration, you’ll need the report identifier for your custom report. To get this, access your custom report as normal. In your browser location bar you'll see something like https://acme.namely.com/reports/123-1af2-4ha. The Report ID number we need is the 123-1af2-4ha at the end.

Step 2: Create a Personal Access Token

To create a Personal Access Token in Namely:

  1. Log in to Namely as the user account that you wish to use for the key creation. Best practice is to use an account that only has access to the data fields that you wish to sync.
  2. Ensure this account has access to the custom report you created in the previous step. 
  3. Click on your Profile image in the top right corner of the window
  4. Select API
  5. Select Personal Access Tokens
  6. Enter a token name into the text field and Select Create
  7. Copy the value of the Personal Access Token created which will be in the form of 333e42ef58a08755f84aa4877399ca355639829d

Ensure the user account you use to create a Personal Access Token is not SSO-enabled, otherwise the sync will fail with the error message "Invalid access token provided.". 

More information about the Personal Access Token is available in the Namely Developers Portal in the Permanent Access Tokens portion of the Authentication article.

Step 3: Add the Integration in Culture Amp

Once you have the report configured, you can enter the Subdomain (you can find this in the web address when accessing Namely; It's the acme in, http://acme.namely.com), Personal Access Token and Report ID on the Integrations page.

At this point, you can also decide whether you want to run automatic syncs, and set a contact email address that will be contacted if there are any issues with the integration. 

You’ll also need to configure the integration with the same Date Format you use in Namely. You can find this under Profile > Settings. For example, if you use ISO 8601 (year/mm/dd) in Namely, set the Date Format selector to the same value in Culture Amp. 

Step 4: Sync your user data

You're now able to sync your user data into Culture Amp, which replaces the old data in Culture Amp with the new data from Namely. 

Even if you have turned on autosyncs, we recommend running a manual sync after setting up your integration to confirm everything is working correctly. You’ll be prompted to do this when you save your integration. Otherwise you can run a manual sync by clicking the Import Users button at the top of the admin section, or the sync button on the Data integrations page. 

From here, Culture Amp will step you through the same verification process as if you were uploading users via the Import Users process. Once you’ve reviewed your data and clicked import, the sync will run in the background and could take anywhere from a couple of seconds to a few minutes. 

How to integrate with Workday

Culture Amp can import all your employee data directly from Workday using the "Reports as a Service" (RaaS) API facility within Workday. Once the integration is configured, you can set it to sync data manually (as triggered by an admin user) or automatically on a daily basis. 

You will need to work with your internal Workday specialist, or a support contact at Workday, in order to generate the custom report that is used to integrate with Culture Amp. Our support team (support@cultureamp.com) are also happy to assist.

To get started, go to Account admin > Integrations > Workday > Set up Integration

Detailed instructions on how to complete the integration process can be found below. 

Step 1: Create custom Workday report

Create a custom JSON report in Workday that has your required fields and includes all users that are active in Culture Amp.

The custom report must:

  • Include all demographics and all active employees that should appear in Culture Amp.
  • Have "web services enabled" so that Culture Amp can successfully communicate with the Workday Reports-as-a-Service API.
  • Be in JSON format.
  • Have a report owner with appropriate permissions to access all demographics that appear in the report.

At a minimum, you should include the following demographics:

  • Name
  • Email
  • Employee_ID

You can also include Preferred Name (Preferred_First_Name), Date of Birth (Birth_Date) and Start Date (Start_Date). You should also include any other columns you wish to use as demographics in Culture Amp. For example, Gender, Country or Role. 

Important things to check:

Locale: If you choose to import customer locale, commonly listed as language in Workday, be sure to use valid locale formatting. More information on valid locales.

Date fields: Any date-based demographics must match the standard date format in Culture Amp (mmm dd, yyyy). You may also have Date of Birth and Start Date titled differently in Workday (for example, you may have a Hire Date instead of Start Date). Please note that in order for Culture Amp to recognize these demographics as age and tenure, respectively, you need to map the demographic fields through the API to Culture Amp exactly as (Birth_Date) and (Start_Date). 

Whitespace and underscores: Any whitespace or special characters in a demographic name will be replaced with an underscore when sent to Culture Amp, e.g. "Office location" will be sent as "Office_location". If you have existing demographics in Culture Amp with whitespaces or special characters, you should consider mapping those values to avoid the introduction of duplicate demographics. Please contact customer support if you want to learn more or need assistance with the demographic mapping.

Lastly, make sure the employee that is processing the import is included in the report (even if that is you).

Step 2: Generate Report Credentials

Workday report information is pulled into Culture Amp in JSON format. The following credentials need to be pulled from your Workday report to successfully initiate the integration with Culture Amp:

As you can imagine, this process will likely require working with your IT team and/or a Workday technical representative. Feel free to put Culture Amp Support in direct contact with this representative - we will be able to liaise with them to get your integration configured. 

Step 3: Add the integration in Culture Amp

Once you have the report configured, add the integration in Culture Amp by entering the URL of the report, and the username and password used to access the report. 

At this point, you can also decide whether you want to run automatic syncs, and set a contact email address that will be contacted if there are any issues with the integration. 

Note: If you are trying to test the configuration before integrating with production, please note that it is not currently possible to link the integration with a test environment. 

Step 4: Sync Your User Data

You're now able to sync your user data into Culture Amp, which replaces the old data in Culture Amp with the new data from Workday. 

Even if you have turned on autosyncs, we recommend running a manual sync after setting up your integration to confirm everything is working correctly. You’ll be prompted to do this when you save your integration. Otherwise you can run a manual sync by clicking the Import Users button at the top of the admin section, or the sync button on the Data integrations page. 

From here, Culture Amp will step you through the same verification process as if you were uploading users via the Import Users process. Once you’ve reviewed your data and clicked import, the sync will run in the background and could take anywhere from a couple of seconds to an hour. 

How to set up an SFTP integration 

A Secure File Transfer Protocol (SFTP) integration is a great way to sync your Culture Amp employee data with the data in your HRIS. 

Employee data files sent to Culture Amp via SFTP will be processed using our partial import process, allowing you to safely decentralize employee data management across your organisation. Once files are successfully imported via SFTP, you’ll see added/updated employee details in the Users page of your account.

Setting up an SFTP integration will likely require assistance from your IT Team. We've provided detailed technical instructions that you can provide to them. Depending on your HRIS, you may also need to contact your HRIS representative for assistance. Our support team (support@cultureamp.com) are also happy to assist with any questions you might have. 

What platforms support SFTP?

To get the most out of an SFTP integration, your HRIS will need to support automatic SFTP file transfers via an SFTP client. Our customers have used SFTP to successfully integrate with: 

  • ADP
  • Ceridian
  • Cornerstone
  • HiBob (contact HiBob support for more information)
  • Oracle PeopleSoft
  • SAP SuccessFactors
  • UltiPro
  • Zenefits

If you don't know if your HRIS supports automatic SFTP transfers, contact your HRIS representative.

Your engineering or IT team may also be able to help you set up an automatic transfer via an external SFTP client such as Filezilla.

Otherwise, to get started, go to Account admin > Integrations > select your HRIS > Set up Integration

High-level instructions on how to complete the integration process can be found below. Detailed technical instructions are also available. 

Step 1: Create a custom report in your HRIS

Regardless of what platform you're integrating, you'll need to create a report that contains all the employees and demographics you want to import into Culture Amp. At a minimum, for every employee you want to update, you must include:

  • Name 
  • Employee email
  • Employee ID

You can also include any other demographics you wish to report on. For example, department, gender, or country.

If you plan to create a hierarchy, or already have a hierarchy enabled, every employee except one must be assigned a manager using a unique manager identifier (e.g. Manager Email or Manager ID)

Step 2: Create an SSH key pair

An SSH key pair will ensure the SFTP connection via your client/HRIS is unique and secure. An SSH key pair is a pair of unique keys that are generated by you and saved on your computer.  There's a private key which should only be used by you (or very carefully within your own organisation), and there's a public key which can safely be shared outside your organisation.  The integration uses the combination of the two keys to verify the security of the connection.

Note: Our SFTP only supports openSSH key pairs, not SSH2. If your HRIS or command line tool generates keys in SSH2 format, you can convert them to openSSH using the instructions in the guide below.

Detailed technical instructions on creating an SSH key pair

Step 3: Connect your SFTP client with Culture Amp

Most SFTP clients will require the following information to set a connection:

  • Protocol: SFTP
  • Logon Type: Key File
  • Host/Hostname: [Found on the SFTP set up page]
  • Username: [Found on the SFTP set up page]

Make sure the hostname and username you use to set up your SFTP client are copied directly from the setup form in Culture Amp.  Both are case-sensitive. You can find these on the Data integration setup page, which you can find at: 

Account admin > Integrations > select your HRIS > Set up Integration

Troubleshooting integration issues 

Investigating and resolving any data issues

The first step when investigating HRIS data issues is to check the import summary for your most recent import. This will provide information about the state of your integration. 

To find this information, go to Account Administration > Import History and select your most recent import. 

If there was a problem with your last import, you will either be able to view errors on this page or you will be prompted to run a manual sync to identify any problems.

Handling of inactive employees

During an HRIS sync, all employees (active and inactive) will be imported. 

If an employee has a Termination Date, or a Status of inactive in your HRIS, they will be made inactive in Culture Amp. Any updates to inactive employees, such as a changed end date or any other update to demographic information, will be applied during the sync.

If an employee is active in Culture Amp but not present in your HRIS report, they will be made inactive in Culture Amp.

The HRIS sync logic will not cater for the following scenarios as inactive users are ignored during the sync:

  1. An employee was deactivated with an incorrect termination date and the date was later corrected in HRIS
  2. The employee was deactivated with incorrect demographics and the demographics were later corrected in your HRIS

In these situations, the employee in Culture Amp will need to be re-activated, have their data corrected, and deactivated again. Alternatively, the employee in Culture Amp can be re-activated, then a HRIS sync can be done to update the data and deactivate the employee.

Duplicate employee emails or employee IDs

Troubleshooting Workday integration issues 

In most cases, the best method to employ when troubleshooting a Workday sync is to download the raw JSON of the Workday report, directly from Workday:

  1. Visit the Workday report URL in your browser, and
  2. Enter the username/password credentials you have configured in Culture Amp.

If the file export fails, you have entered incorrect credentials.

The file will list all users, and values for all fields visible to the report user. 

Issue

Resolution

Expected fields from Workday are not showing up in the Import wizard.

Check the report user has appropriate permissions to read all included fields.

Expected users are not showing up in Import wizard summary.

Check your Workday report filters.

Sync spinner stuck cycling without progressing to the Import wizard.

Check your Workday report credentials. Disable, then re-enable Workday sync, and re-input credentials.





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