Import users and teams from your HRIS

Cledara lets you import employees and team data directly from your HR system, streamlining the implementation of Cledara in your team.

Follow these steps to complete the process:

1. Set up Your HR integration
2. Invite users and assign them Cledara user roles
3. Import teams from HRIS and map them to teams in Cledara
4. Assign Team roles to users

Jump to our FAQs if you have any questions:

  What should I do if my employee is missing their email?
  Why can't I find an employee pulled from our HRIS?
  Why can't I assign my user as an Admin?

1. Set up Your HR integration

To begin, connect your HRIS to Cledara:

1. Navigate to Settings > Integrations > HR Integrations.
2. Click Connect to initiate the authentication through Merge. You will be guided to log into your HRIS to authenticate the connection via Merge. Find the guide for your HRIS here.
3. Once connected, we will start fetching your employee and team data. This will take a few minutes. If your company has 1000+ employees, the full sync could take up to several hours.
4. Once the sync is complete, the Import Members & Teams button will become available, and you can click it and start importing.

2. Invite users and assign them Cledara user roles

On this page, we show employees whose email address has not been added to your workspace. 

1. In Suggested employees, we include active employees with no termination date on file.

   Switch to All employees to see the full list of employees that are pulled through the HR tool.

2. Select the employees you'd like to invite to Cledara.

3. An Edit button will appear on the right. Click and select the Cledara user role this employee should have. If your workspace has enabled Cledara Spend, this is also where you can assign their Spend user role.

   

4. When everything looks good, click Invite members to Cledara to check the employees you are about to invite.
5. Click Confirm to send out the invitation emails and proceed to the next step.

3. Import teams from HRIS and map them to teams in Cledara

Next, map your HRIS teams and departments to the teams in Cledara. This will mean that imported users from your HRIS will be automatically added to that team in Cledara:

1. You’ll see a list of teams with names and types, such as Department and Division.
2. Check the box next to the team names from your HRIS, and match each team with its corresponding team in Cledara using the dropdown. 

3. If there is not a corresponding team in dropdown yet, select Create new team to create the team in Cledara:

   

4. You can also merge several HRIS teams into one team in Cledara:

   

5. When everything is matched, click Create teams in Cledara to double-check the team creation and mapping.
6. Click Confirm to finalise the import and proceed to the next step.

4. Assign Team roles to users

In the final step, assign team roles to your users:

1. In Recently invited, we show a list of members who have pending invitations, as well as those who have joined your workspace in the last 30 days. You'll see their Cledara user status, and the teams they belong to based on HRIS data and previous mappings.

   Switch to All members if you'd like to see existing members in your workspace and edit their team role.

2. Check the box next to your users' name, and click Edit. For each user, you can:

   • Add or remove them from teams in Cledara
   • Assign or update their team role as Team Member or Team Manager

   

3. Click Assign Teams to review your changes. 
4. Click Confirm to save the changes.

FAQs

What should I do if my employee is missing their email?

Employee marked with label does not have an email in your HRIS.

Please fill in the field in your HR tool, then come back to Cledara to import the employee. We sync your employee data daily, but if you do not see the changes after a day, reach out to Cledara Support at support@cledara.com.

Why can't I find an employee pulled from our HRIS?

Check if they are already added to your workspace, but with their user account disabled. You can do so in the Members tab, and filter the list with the Inactive status.

If they are indeed inactive, simply reactivate their account, and they will regain access to your workspace. You will not need to send them an invitation again.

Why can't I assign my user as an Admin?

Only the Primary Contact can set a user as an Admin or a Spend Admin. If you are an Admin, you can set a user as Finance, Compliance, or User.