Article summary: Beyond data mapping, User Sync provides critical safety settings, customizable communication tools, and a real-time organizational overview. This guide covers how to finalize your sync configuration, tailor invitations to specific audiences, and schedule automated updates.
1. User Sync global options
The Options tab contains essential toggles that govern how Speakap handles data anomalies and security.
- Safety Mechanism (Abort on too many changes): As shown in the screenshots, you can set a percentage threshold (e.g., 10%). If the sync detects changes exceeding this limit, it will automatically abort to prevent accidental mass deletions or invitations due to a corrupted HR file.
- XID Management: Enabling Allow XID change on reactivation allows the system to reconnect a returning employee to their old account even if their identifier has shifted.
- Organizational Flexibility:
- Allow users without BU: Useful for headquarters staff who may not belong to a specific retail location or branch.
- Do not allow users with no groups: Ensures every synced user has at least one social or functional destination in the network.
- Data Cleanup: Options like Merge duplicate XIDs and Allow empty name/email (if handled by other identifiers) provide flexibility in how the system interprets incomplete HR records.
- Single Sign-On (Use identity provider): For networks using SSO (e.g., Okta, Azure AD), you can enable the Use identity provider option. Here, you enter the unique name of your provider. This ensures that synced users are correctly routed to your organization's login page rather than using standard Speakap credentials.
- Data Cleanup & Accounts:
- Merge duplicate XIDs: Provides flexibility in how the system interprets potential duplicate records.
- Generate username and temporary password: Useful for onboarding frontline workers who may not have a company email address. This will automatically generate usernames and passwords. Note: in the column mapping you can set the username and password based on the HR data.
2. Tailored invitation messages
You can customize the default welcome message by using the Invitation messages section.
- Default Message: The standard greeting sent to all new users.
- Expression-Based Invitations: By clicking Add invitation message, you can use the Expression Editor to target specific audiences.
- Example: Create a Spanish-language welcome message for users where division == "Spain" or a specific onboarding note for users in the "Management" department.
- Message Preview: As seen in the screenshots, you can edit the full text of the invite, ensuring your tone of voice aligns with your brand.
3. Automated scheduling
The Scheduling section defines when and how often your network is updated.
- Active Schedule: Once enabled, the dashboard provides a clear summary of the Last executed sync and the Next scheduled sync. Daily is the most preferred schedule cadence with all our customers and also our advice to implement. Tip: make sure to set a time after your HR team typically processes HR changes during the workday.
- Status Monitoring: The interface highlights the administrator who last updated the schedule, ensuring accountability within the admin team.
- Pause/Update: You can pause the schedule at any time if you are performing HR system maintenance or preparing for a significant organizational restructure.
4. Validating with the Organizational Overview
Before or after a sync, the Organizational overview (accessible at the bottom of the config page) is your best tool for auditing the results.
- Visual Audit: This view breaks down your network into Business Units, Local Departments, and Groups.
- Drill-Down Capability: As shown in the screenshots, selecting a unit (e.g., "Development") displays a complete list of members, including their XID, Email, and Name.
- Real-Time Accuracy: This allows you to quickly verify that users have been allocated to the correct locations and that your mapping rules are producing the intended structural outcome.
5. Manual Sync on File Upload
If your network uses a file-based sync rather than a direct API connector, you will see an Enable sync on file upload option. This allows the system to trigger a sync immediately whenever a new employee export file is detected on the secure Speakap server.