HR Systems Integration

Keep employee data synchronized between Olympus Cloud and your HR Information System (HRIS). This guide covers BambooHR, Workday, and Namely integrations including data mapping, sync scheduling, and conflict resolution.

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Overview

HR system integrations automate the flow of employee data so you maintain a single source of truth. Instead of manually entering employee information in multiple systems, changes made in your HRIS automatically propagate to Olympus Cloud and vice versa.

Supported Data Flows

Data Type	HRIS to Olympus Cloud	Olympus Cloud to HRIS
Employee profiles	Yes	Read-only
Department assignments	Yes	Yes
Job titles and roles	Yes	Read-only
Employment status	Yes	No
Contact information	Yes	Yes
Manager assignments	Yes	Read-only
Work location	Yes	Yes
Hire/termination dates	Yes	No
Time and attendance	No	Yes

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BambooHR Integration

Connecting to BambooHR

1. Go to Settings > Integrations > HR Systems
2. Click Connect BambooHR
3. Enter your BambooHR subdomain (e.g., yourcompany.bamboohr.com)
4. Enter your BambooHR API key:
   • In BambooHR, go to Account > API Keys
   • Generate a new key with read/write access
   • Copy the key into Olympus Cloud
5. Click Test Connection
6. If successful, click Save and Continue

BambooHR Field Mapping

BambooHR Field	Olympus Cloud Field	Sync Direction	Notes
Employee ID	External ID	HRIS to Olympus	Primary match key
First Name	First Name	Bi-directional
Last Name	Last Name	Bi-directional
Work Email	Email	HRIS to Olympus	Used for login
Department	Department	Bi-directional	Must match department names
Division	Location Group	HRIS to Olympus	Optional mapping
Job Title	Position	HRIS to Olympus
Hire Date	Start Date	HRIS to Olympus
Status	Employment Status	HRIS to Olympus	Active, Inactive, Terminated
Supervisor	Manager	HRIS to Olympus	Mapped by email
Location	Work Location	Bi-directional
Phone	Mobile Phone	Bi-directional

BambooHR Sync Settings

1. Navigate to Integrations > BambooHR > Sync Settings
2. Set sync frequency:
   • Real-time: Webhook-based, immediate updates
   • Hourly: Polls every hour for changes
   • Daily: Full sync once per day at a specified time
3. Set sync direction preference:
   • HRIS is source of truth: BambooHR overwrites Olympus Cloud on conflicts
   • Manual resolution: Flag conflicts for admin review
4. Configure new hire behavior:
   • Automatically create Olympus Cloud account
   • Send invitation email to new employee
   • Assign default role and location
5. Configure termination behavior:
   • Automatically deactivate Olympus Cloud account
   • Remove from future schedules
   • Retain historical data
6. Save settings

Webhook Setup for Real-Time Sync

To enable real-time sync, you need to configure a webhook in BambooHR. Go to BambooHR Settings > Webhooks > Add Webhook. Olympus Cloud provides the webhook URL during the integration setup process.

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Workday Integration

Connecting to Workday

1. Go to Settings > Integrations > HR Systems
2. Click Connect Workday
3. Enter your Workday tenant URL
4. Enter your Integration System User (ISU) credentials:
   • Username
   • Password
   • Tenant name
5. Select the Workday API version
6. Click Test Connection
7. If successful, click Save and Continue

Workday ISU Requirements

The Integration System User must have the following security groups assigned: Get_Workers, Get_Organizations, and Get_Locations. Work with your Workday administrator to create the ISU with appropriate permissions.

Workday Field Mapping

Workday Field	Olympus Cloud Field	Sync Direction	Notes
Worker ID	External ID	Workday to Olympus	Primary identifier
Legal First Name	First Name	Workday to Olympus
Legal Last Name	Last Name	Workday to Olympus
Work Email	Email	Workday to Olympus
Supervisory Organization	Department	Workday to Olympus	Mapped to department structure
Business Title	Position	Workday to Olympus
Hire Date	Start Date	Workday to Olympus
Worker Status	Employment Status	Workday to Olympus
Manager	Manager	Workday to Olympus
Work Location	Work Location	Workday to Olympus	Requires location mapping
Absence Plans	Leave Types	Workday to Olympus	Maps to PTO policies

Workday Organizational Mapping

Workday's organizational structure needs to be mapped to Olympus Cloud's simpler hierarchy:

Workday Concept	Olympus Cloud Concept	How to Map
Company	Organization	One-to-one
Supervisory Organization	Department	Map each org to a department
Location	Location	Map each Workday location
Cost Center	Department (alternate)	Optional secondary mapping
Job Profile	Position/Role	Map to Olympus Cloud roles

Workday Sync Settings

1. Navigate to Integrations > Workday > Sync Settings
2. Configure sync schedule:
   • Daily full sync: Recommended for most organizations
   • Incremental sync: Every 4 hours for changed records only
3. Set the sync window (time of day for full sync)
4. Configure conflict resolution strategy
5. Map Workday absence plans to Olympus Cloud leave types
6. Save settings

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Namely Integration

Connecting to Namely

1. Go to Settings > Integrations > HR Systems
2. Click Connect Namely
3. Enter your Namely subdomain (e.g., yourcompany.namely.com)
4. Click Authorize with Namely
5. Sign in to your Namely admin account
6. Grant Olympus Cloud access
7. Click Complete Connection

Namely Field Mapping

Namely Field	Olympus Cloud Field	Sync Direction	Notes
Employee ID	External ID	Namely to Olympus	Auto-generated by Namely
First Name	First Name	Bi-directional
Last Name	Last Name	Bi-directional
Email	Email	Namely to Olympus
Team	Department	Bi-directional
Title	Position	Namely to Olympus
Start Date	Start Date	Namely to Olympus
Status	Employment Status	Namely to Olympus
Reports To	Manager	Namely to Olympus	Matched by email
Office	Work Location	Bi-directional

Namely Sync Settings

1. Navigate to Integrations > Namely > Sync Settings
2. Set sync frequency:
   • Every 6 hours: Default, balanced approach
   • Daily: Once per day at specified time
   • Manual only: You trigger each sync
3. Configure new hire automation
4. Configure termination handling
5. Save settings

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Conflict Resolution

When data changes in both systems between sync cycles, conflicts can occur.

Conflict Types

Conflict	Example	Default Resolution
Field update conflict	Department changed in both systems	HRIS wins (configurable)
New record conflict	Employee added to both systems with different IDs	Flag for admin review
Status conflict	Employee marked active in one, inactive in another	HRIS wins
Manager conflict	Different managers assigned in each system	HRIS wins

Conflict Resolution Settings

1. Go to Integrations > [Provider] > Conflict Resolution
2. For each field, choose the resolution strategy:
   • HRIS Always Wins: The HR system value is used
   • Olympus Cloud Always Wins: The Olympus Cloud value is used
   • Most Recent Wins: The most recently updated value is used
   • Manual Review: Admin is notified to resolve manually
3. Set up conflict notification preferences
4. Save settings

Reviewing Conflicts

1. Go to Integrations > [Provider] > Sync History
2. Click on any sync with conflicts
3. Review each conflict:
   • See both values side by side
   • Choose which value to keep
   • Add a note explaining the decision
4. Click Resolve for each conflict

Reduce Conflicts

Designate one system as the primary source of truth for each field type. For example, use your HRIS for employee profiles and Olympus Cloud for scheduling and time data. This reduces conflicts significantly.

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Employee Lifecycle Automation

New Hire Onboarding

When a new employee is added to your HRIS:

Step	Automatic Action	Configurable
1	Olympus Cloud account created	Yes (on/off)
2	Invitation email sent	Yes (on/off)
3	Default role assigned	Yes (choose role)
4	Default location assigned	Yes (choose location)
5	Manager notified	Yes (on/off)
6	Added to default team chat channels	Yes (choose channels)

Employee Termination

When an employee is terminated in your HRIS:

Step	Automatic Action	Configurable
1	Account deactivated in Olympus Cloud	Yes (on/off)
2	Removed from future schedules	Yes (immediate or end of week)
3	Open shift swaps cancelled	Automatic
4	Pending time-off requests cancelled	Automatic
5	Final timesheet flagged for approval	Automatic
6	Manager notified	Yes (on/off)

Role and Department Changes

When an employee's department or role changes:

1. Olympus Cloud updates the employee's department assignment
2. Schedule visibility adjusts to new department
3. Manager assignment updates if applicable
4. Permissions update based on new role mapping
5. Historical data retains the original assignments

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Monitoring and Maintenance

Sync Health Dashboard

Monitor integration health at Integrations > [Provider] > Health:

Indicator	Healthy	Warning	Error
Connection	Authenticated	Token expiring soon	Authentication failed
Last Sync	Within expected interval	Delayed	Failed
Record Match Rate	Over 95%	90-95%	Under 90%
Conflict Rate	Under 2%	2-5%	Over 5%

Scheduled Maintenance

Task	Frequency	How
Review sync logs	Weekly	Integrations > Sync History
Resolve open conflicts	Weekly	Integrations > Conflicts
Verify employee match rate	Monthly	Integrations > Health
Rotate API keys	Quarterly	Per provider's recommendations
Review field mappings	Quarterly	Integrations > Field Mapping

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Related Guides

• Integrations Overview
• Payroll Integration Setup
• API Access
• User Permissions
• Platform Portal Settings