How to import and manage users with an HRIS integration

Connecting your HRIS (Human Resource Information System) to Kudos is the most efficient way to keep employee data current and accurate. Once set up, the integration automatically syncs your HRIS data at least once a day. Instead of a fixed time, our system checks every four hours and triggers any syncs that haven’t run in the past 24 hours.

HRIS integration is recommended as the primary import method because it minimizes admin effort, eliminates data mismatches, and ensures Kudos always reflects your organization’s single source of truth. New providers can sometimes be added, so if your HRIS provider isn’t listed during setup, reach out to Support for assistance.

If you're unable to use an HRIS integration, consider these alternative methods of importing HR records:

• How to Add users to Kudos
• How to import and manage users with a CSV file
• How to import and manage users with a File Transfer Protocol (FTP)

• Launching Kudos and importing your full workforce in one step
• Keeping employee data in sync automatically, without manual uploads
• Reflecting promotions, department transfers, or role changes instantly
• Onboarding new employees so they’re ready to receive recognition from day one
• Managing employee exits by ensuring deactivated records sync into Kudos

Setting up an HRIS integration

1. In the Admin menu, go to Integrations.
2. Find the HRIS card and click Manage.
3. In Manage integration, click Connect.
4. Choose your HRIS provider from the list (e.g., BambooHR, Dayforce, Hibob, Paycor, et.).
   • If your provider isn’t listed, contact Support - we may be able to add it for you.
5. Follow the prompts to authenticate and configure the connection.
   • The steps vary by HRIS provider but usually involve authenticating your HRIS account and mapping data fields between your HRIS provider and Kudos.
6. Once setup is complete, your HR records will sync automatically three times per day.

Managing your HRIS integration

After setup, you'll want to verify your synced data and manage your integration settings as needed. Use both the Manage integration and Employee records tabs to monitor accuracy, ensure users are up to date, and troubleshoot any sync issues.

Verify synced data using the Employee records tab

1. Go to HRIS integration > Employee records.
2. Search for or click into a few employee names.
3. On the User details page, confirm key fields (e.g., Department, Manager, Location, Work Anniversary) match what’s in your HRIS.
4. Repeat for a small sample across different teams or roles.
5. If fields look incorrect or blank:
   • Go to the Manage integration tab
   • Click Manage
   • Review your field mapping for accuracy and make any necessary changes
   • If needed, you can manually trigger a new sync under Field sync status

Note: Focus on fields marked as High impact under the Employee fields table. These fields directly affect user profiles, reporting, and feature functionality.

Monitor and adjust integration settings in the Manage integration tab

1. Go to HRIS integration > Manage integration.
2. Check the Field sync status to confirm when the last sync occurred.
3. Use the refresh icon to trigger a manual sync if you’ve recently made urgent HRIS changes.
4. Review the Employee fields table:
   • See which fields are syncing successfully
   • Compare synced vs. total records for potential gaps
   • Understand each field’s purpose and impact in Kudos
5. Click Manage to:
   • Adjust field mappings
   • Update authentication credentials
6. (Optional) Enable Automatically invite new employees to Kudos if you want new hires to be added and invited right away.
7. Use Disconnect integration if you need to stop syncing altogether.

Adding users to Kudos

After your HRIS data syncs, employees appear in the Employee records tab. These are not yet active users; they must be added to Kudos before they can log in or interact with the platform.

When you choose to Add to Kudos, you have the option to add users with or without sending an invite email. This gives you control over the launch process and allows time to finalize setup before notifying employees. To Add users without sending invite emails:

1. Use filters or the search bar to find the employees you want to add.
2. Click Add to Kudos.
3. In the Add to Kudos confirmation screen, leave the Send invite email box unchecked.
4. Click Add users.

This will create User records for each selected employee without notifying them yet. You can manage team assignments, set up point allocations, or finalize settings before launching. When you’re ready to send invites, follow the instructions in the How to invite users article.

Managing employee records synced via HRIS

1. Updates: Any changes in your HRIS (e.g., job title, department, or manager) automatically flow into Kudos during the next sync. You can trigger a manual sync for any outstanding updates to reflect immediately.
2. New hires: Employees added to your HRIS automatically appear in the Employee records tab. They won’t be active users in Kudos until you add them. You can:
   • Use Add to Kudos to invite them manually.
   • Enable automatic invites in Manage integration settings so new hires are invited right away.
3. Departures: Employees terminated in your HRIS are automatically updated to Archived in Kudos. If you need to remove access before the next sync, you can manually archive them from the Users table. Terminated status can be updated in 1 of 2 ways:
   • Changing their Active status from true to false
   • Adding a termination date

• Use HRIS integration as your main provisioning method to minimize manual work.
• Combine methods if needed: use HRIS for most users but manually add individuals for pilots or special cases.
• Trigger a manual sync if you want changes from your HRIS to reflect immediately.
• Only delete HR records when necessary, using the Remove from HR records option.
• Consider enabling automatic invites only when you’re ready for employees to access Kudos. This prevents new hires from joining before your launch is complete.

Q: How often does HRIS integration sync?
A: The system automatically syncs your HRIS data at least once a day. Instead of a fixed time, our system checks every four hours and triggers any syncs that haven’t run in the past 24 hours. 

Q: Can I edit employee records directly in Kudos?
A: No. Changes must be made in your HRIS and will sync into Kudos. This ensures data always matches your source of truth.

Q: What happens if my HRIS isn’t listed?
A: Contact Support. In some cases, we may be able to add your provider.

Q: Can new employees be invited automatically?
A: Yes. In Manage integration settings, you can enable Automatically invite new employees to Kudos. Be sure you’re ready to launch before turning this on.

Q: What happens when employees leave the company?
A: They remain in HR records with an Inactive status. You’ll also need to archive them in the Users table to remove their access.

Q: How can I check that my HRIS data is mapping correctly?
A: Verify your HRIS field mapping by spot-checking a few employee records and ensuring you're seeing the correct metadata in each respective field.

Problem: HRIS integration option not showing

• Create a Support request, we may be able to add your provider to the list of available integrations

Problem: Sync not updating records

• Check the last sync timestamp in Field sync status
• Run a manual sync
• Verify your HRIS data formatting (e.g., valid emails, employee IDs)

Problem: Fields failing to sync

• Review the Employee fields table for details
• Ensure the field is mapped correctly in your HRIS integration
• Update field data in your HRIS and trigger a manual sync

Problem: Employees still showing as Active after leaving

• Confirm their HRIS record has been deactivated
• Run a manual sync to pull updated status
• If they still show as active, archive them manually from the Users table