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Sapling - Namely Integration Guide

Matt Troy
Updated

Introduction

The Kallidus Sapling platform helps HR and People Operations teams automate and streamline administrative tasks so they can focus on employee experience, retention, and creating an amazing culture for the most successful teams.​

Namely enables high-growth companies to run an engaging onboarding program with visibility, consistency, and the ability to leverage market-leading HR solutions.

With the Namely integration, Sapling will:

  • Create Users in Sapling: When a user is added directly in Namely, they will automatically be created in Sapling

  • Create Users in Namely (optional): When a new hire completes preboarding in Sapling, they will automatically be created in Namely

  • Update User Attributes: When a user profile is updated in Namely/Sapling, the corresponding user profile will be updated in Sapling/Namely

  • Deactivate Users: When a user is offboarded in Namely/Sapling, the corresponding user in Sapling/Namely will automatically be deactivated 

  • Link Users: Existing Sapling users will be linked to corresponding users in Namely based on Company Email

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How it Works

Create Users in Sapling from Namely

  • If a Namely user does not yet exist in Sapling, they will be created in Sapling with their personal information and job details via a daily (overnight) sync

  • New hires created this way can be found on your onboarding dashboard, while existing employees created this way can be found through the people directory or search bar

  • You can then assign them documents/tasks/workflows and invite them to Sapling as needed

  • Check out this article for more information on how to manually send a Sapling invite

  • Check out the Supported Fields section for what fields are synced from Namely to Sapling for user creation

Create Users in Namely from Sapling (optional)

  • When a new hire completes preboarding in Sapling, they will immediately be created in Namely with their personal information and job details

  • The new hire will then be invited to Namely based on your company settings in Namely

  • Check out the Supported Fields section for what fields are synced from Sapling to Namely for user creation

Update User Attributes in Sapling

  • When a user profile is updated in Namely, the corresponding user profile will be updated in Sapling via a daily (overnight) sync

  • Rehirings and terminations made in Namely are also synced into Sapling this way

  • Check out the Supported Fields section for what fields are synced from Namely to Sapling for user updates

Update User Attributes in Namely

  • When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in Namely

  • Check out the Supported Fields section for what fields are synced from Sapling to Namely for user updates

Deactivate Users

  • For users created in Namely from Sapling

    • Offboarding the user in Sapling will deactivate the corresponding user in Namely once the Sapling Access Cutoff date (specified during offboarding) is reached

    • Check out this article for more information on offboarding users in Sapling

  • For users who were created in Sapling from Namely

    • Offboarding the user in Sapling will not automatically deactivate the corresponding user in Namely - you'll have to deactivate them in Namely manually

    • Deactivating the user in Namely will deactivate the corresponding user in Sapling via a daily (overnight) sync

Link Users

  • As long as the integration is enabled, a daily (overnight) sync will link existing Sapling users to corresponding Namely users based on Company Email

  • Any Namely users that are not found in Sapling will be created in Sapling via the process detailed in the Create Users in Sapling from Namely section above

  • Check out the Before Enabling the Integration section to get the most of the initial user linking when the integration is first enabled 

Before Enabling the Integration

User Creation Limitations

For the optional user creation from Sapling to Namely, please note that Sapling will only auto-create Namely accounts for new hires that complete preboarding after the integration is enabled. 

As such, before enabling the integration you need to manually create Namely accounts for all your existing Sapling users (if they don't already have one). For a speedier solution, please reach out to Namely Support and ask if you're able to do so via bulk upload. 

Once the integration is enabled, existing Sapling users will be linked to corresponding Namely users based on Company Email. Once linked, user updates will be synced between Sapling and Namely going forward.

Default/Custom Table Limitations

Please note that this integration does not currently support the use of default/custom tables in Sapling. If you have any integration fields (listed in the Supported Fields section) in a default/custom table, updating their values in Sapling will not update their values in Namely and vice versa.

As such, please reach out to our Support team so we can best advise you on how to transition away from default/custom tables to fully leverage this integration.

Setting Up the Integration

Part 1: Create a personal access token in Namely

  1. From your home page, navigate to API
  2. Under Personal Access Token, enter any descriptive name for your integration and click "Create"
  3. Copy the personal access token for part 2 of the setup

Part 2: Enable the Namely integration and configure the L/D/E filters in Sapling

  1. Under Administration Tools, navigate to Integrations
  2. Scroll down to find the Namely integration and enable the integration slider
  3. Enter your Namely subdomain and paste your Namely personal access token
  4. If you'd like for Sapling new hires to be created in Namely, enable the slider below
  5. Specify which Location, Department, and Employment Statuses the integration applies to, and click "Next"
  6. Confirm your configuration details and click "Activate" to complete the integration

Supported Fields

Kallidus is continually expanding the number of fields that sync between Sapling and Namely.

Please note that is not possible to exclude or custom map any of the supported fields above, or map any additional fields at this time. 

For Sapling fields with approval chains enabled, updates from Namely will not be synced into Sapling for those fields. Updates from Sapling will still be synced to Namely, but only after the field changes have been fully approved. 

Key Factors to be aware of

Field Name Matching

  • For the fields to sync correctly, the naming conventions must match between Sapling and Namely for both the fields names and field values (for dropdown fields)

Duplicating/Re-creating Users in Namely

Where possible, please avoid duplicating or re-creating users (after deleting them) in Namely. If you were to do so, the user's new Namely profile will not be automatically linked to their existing Sapling profile - even if the Company Email matches. In this event, please reach out to our Support team so we can manually link those profiles for you on the back end. 

How to terminate users in Namely while leveraging Sapling offboarding workflows

  1. Create an offboarding workflow in Sapling (or edit an existing one).
  2. Within that workflow, add a placeholder task along the lines of "offboard user in Namely".
    • For example, the 'Offboarding Workflow' in Sapling would be comprised of 20 tasks across multiple stakeholders (including Exiting team members, Managers, IT, and Payroll teams) that are notified of the offboarding.
    • The placeholder task "offboard user in Namely" would be assigned to one of these stakeholders including the user's information (including termination dates, last day worked, termination type, etc.).
  3. Assign the Sapling offboarding workflow by navigating to the User profile >> Tasks >> Assign workflow.
  4. When the placeholder task is reached within the Sapling offboarding workflow, the assigned stakeholder would go into Namely and initiate the offboarding process there.
  5. Once the user has been offboarded in Namely and their Termination Date is reached, their offboarded status will be synced from Namely to Sapling via the daily (overnight) sync with the following details included:
    • Last day worked (taken from the Namely Termination Date)
    • Termination date
    • Reason for termination (voluntary/involuntary)
    • Status (inactive)

 

Managing rehiring

  • Rehiring should be managed directly in Namely, and Sapling will then pull the updates from Namely overnight

  • Once rehired, their profile will either be created Sapling (if not already present), or their existing Sapling profile will be reactivated

  • Once reactivated, you can assign them documents/tasks/workflows and invite them to Sapling as needed

Filters in Sapling

Sapling supports filtering, and allows you to identify what users you want to keep synced based on the following:

  • Location

  • Department

  • Employment Status

Looking to do more?

Want to build your own custom integration? Check out the publicly available resources below:

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