Summary: Beyond data mapping, User Sync gives you safety settings, customizable invitation messages, 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 the toggles that govern how Speakap handles data anomalies and security.
- Safety mechanism (Abort on too many changes): set a percentage threshold (for example 10%). If the sync detects changes exceeding this limit, it automatically aborts. This prevents accidental mass deletions or invitations caused by a corrupted HR file.
- XID management: enabling Allow XID change on reactivation lets the system reconnect a returning employee to their old account even if their identifier has changed.
- Organizational flexibility:
- Allow users without BU: useful for headquarters staff who do 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 and accounts:
- Merge duplicate XIDs: gives the system flexibility in handling potential duplicate records.
- Allow empty name/email: allows incomplete HR records, as long as users can be handled by other identifiers.
- Generate username and temporary password: useful for onboarding frontline workers who do not have a company email address. This automatically generates usernames and passwords. Note: in Column mapping you can also set the username and password based on the HR data.
- Single Sign-On (Use identity provider): for networks using SSO (for example Okta or Azure AD), enable the Use identity provider option and enter the unique name of your provider. This makes sure synced users are routed to your organization's login page instead of standard Speakap credentials.
2. Tailored invitation messages
You can customize the default welcome message in the Invitation messages section.
- Default message: the standard greeting sent to all new users.
- Expression-based invitations: click Add invitation message and use the Expression editor to target specific audiences. For 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: you can edit the full text of the invite, so 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 shows a clear summary of the Last executed sync and the Next scheduled sync. Daily is the most common schedule among our customers and also our advice. Tip: pick a time after your HR team typically processes HR changes during the workday.
- Status monitoring: the interface shows which administrator last updated the schedule, which keeps the admin team accountable.
- Pause/update: you can pause the schedule at any time, for example during HR system maintenance or ahead of a significant organizational restructure.
4. Validating with the Organizational overview
Before or after a sync, the Organizational overview (at the bottom of the configuration 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: selecting a unit (for example "Development") displays a complete list of members, including their XID, Email, and Name.
- Real-time accuracy: this lets you quickly verify that users are allocated to the correct locations and that your mapping rules produce the intended structure. A good habit: pick 10 to 20 random users and groups and check that they are correct.
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 triggers a sync immediately whenever a new employee export file is detected on the secure Speakap server.
Still stuck?
Email us at technicalimplementations@speakap.nl with your network name and the option or schedule you are configuring, and we'll help you out.