Article summary: Running a user sync can impact your employee user base in Speakap. This checklist ensures that you have properly reviewed and validated your changes using the Dry run results and verified data outcomes against your most recent HR export. If needed, you can always revert back to a previous sync yourself or by requesting assistance from our support team.
1. Prerequisite knowledge
Before using this checklist, ensure you have read the guide on How to use and view the Dry run in User Sync. You must understand the difference between the "Summary," "Requests to network," and "Payload" sections to perform a valid audit.
2. The mapping change audit
When you modify a Column, Group, or Role mapping, the resulting Dry run should be predictable.
- Quantify your impact: Before running the Dry run, estimate how many users should be affected by your rule change.
- Verify the count: Ensure the number of changes shown in the Dry run results matches your expected count. If the number is significantly higher or lower, re-examine your mapping expressions.
3. Verification through sampling
Never rely solely on the summary numbers. You must verify the "Payload" for specific individuals.
- Open the export file: In a separate browser tab, open the raw export file from your HR system within User Sync.
- Pick sample users: Select a few users from the Dry run who are marked for changes.
- Validate the action: Cross-reference their data in the export file against the proposed action in Speakap:
- Suspensions: Is the user truly missing from the export or no longer compliant with the "Active" mapping rule?
- Group removals: Is the group being deleted from the network, or did the user simply stop matching the group mapping criteria?
- Data updates: Are field changes (like a job title or email update) reflecting the exact values in the HR file?
4. The "Four-Eye" principle
Human error is the most common cause of sync issues. Use a second set of eyes for significant updates.
- Colleague review: If there is a significant volume of changes or if you are unsure of an expression's logic, have a colleague review the Dry run results before you hit "Apply".
- Final escalation: If internal doubt remains, contact the primary Network Administrator.
- Confirm the scope: Specifically ask if it is correct that "X" number of users are being suspended, moved between groups, or imported for the first time.
5. Executing the sync
Only once all the above steps are completed should you proceed to the final application of changes:
- Click Apply changes.
- Perform the numerical confirmation by typing the exact number of changes shown.
- Monitor the Sync logs immediately after completion to ensure no unexpected errors occurred.