To be able to automatically manage your employees within Speakap, we will need to have access to your employee records. Speakap will use the information in this employee record to invite, remove and manage your employees within Speakap.
Structuring your employee record
To successfully add a user, there are several required fields your employee record should contain. Use the table below to see which information your employee record should contain.
| Required for inviting and deleting employees | |
|---|---|
| Employee ID |
We will use this to identify individual users in your employee records and match them to users in Speakap. Must be unique |
| Required for managing employees within the network | |
|---|---|
| Location(s) | Used to place the user in the proper business unit group(s) within Speakap. |
| Department(s) | Used to place the user within the proper department group(s) within Speakap. |
| Optional fields | |
|---|---|
| Name |
Used to pre fill the name of the employee. Preferably separated into:
|
| Job title | Used to pre fill the job title field in your employee’s profile. Can also be used to determine a user’s role within the network. |
| Phone number | Used to pre fill the phone number field in your employee’s profile |
| UPN | Required in case of SSO |
Accessing your employee record
To be able to successfully manage your employees on Speakap, we will need to have access to your employee record. To do so, we have two standard solutions:
API-based connection
Some HR tools offer an API / connector, which allows third party software developers like Speakap to fetch your employee record. An example of an HR tool that supports such a connector is AFAS, which offers their Get Connector.
If your HR tool supports such a connector we require the following deliverables.
Deliverables
| Who | What |
|---|---|
| You | Login credentials for your HR tool/connector |
SFTP connection
If your HR-tool does not have an API, or the API cannot be used, we offer an SFTP server to which you can upload your employee record.
We are able to set up an SFTP account for you using key authentication, or you can provide us with an SFTP account to connect to their SFTP location to fetch the employee record.
The employee record can be delivered in multiple file formats, ranging from .xls to .csv files.
Download: Example employee record CSV / Example employee record XLS
Deliverables
| Who | What |
|---|---|
| You | IP address(es) from where the SFTP connection will be made |
| Speakap | Login credentials for your SFTP account |
| You | Upload employee record to SFTP server |
Your solution?
If both of the standard solutions are not an option for your organisation, we will need to look into alternative solutions. Do note that an alternative solution might have a big impact on the standard timelines.
Frequency
Once we have access to your employee record, we will need to agree upon a frequency on which we will process it. Our preference is to do this on a daily basis, but if you want to do this more or less often, let us know and we’ll adjust the User Sync application accordingly.