Sapling - Namely Integration Guide

Introduction

Namely is a leading HRIS for small and medium-sized businesses.  

The Sapling<>Namely integration has four parts:

1. Sapling can sync data from Namely (this applies to initial account setup and for keeping existing employee data up-to-date)
2. Sapling can Create new employees in Namely
3. Sapling can Push and Pull changes in employee fields in Namely
4. Sapling can terminate the offboarded employees in Namely

This article covers the following topics:

• How the integration work
  • Step #1 - A New Hire is invited to onboard by a Sapling Admin
  • Step #2 - New Hire receives Onboarding Invitation
  • Step #3 - New Hire completes Preboarding (employee record and paperwork)
  • Step #4 - New Hire data is sent to Namely
• Employee Termination in Namely
• What fields are synced?
  • Sync Frequency 
• Setting up the Integration
  • Step #1 - Create a Namely access token
  • Step #2 - Configure your Namely integration in Sapling
• Key factors to be aware of
  • 'Bio' field Length in Namely
  • Field Name Matching

 

How the integration work

Step #1 - A New Hire is invited to onboard by a Sapling Admin

Sapling requires the collection of certain information to provision new accounts in Namely. On a new hire record, new employees will be required to complete their First Name, Last Name, Company Email, Personal Email, and Start date. If the company email is not present, Sapling will use the personal email for both.

Step #2 - New Hire receives Onboarding Invitation

 

Step #3 - New Hire completes Preboarding (employee record and paperwork)

When preboarding is completed, the profile will be created in Namely

Step #4 - New Hire data is sent to Namely

 

Employee Termination in Namely

The offboarded employees in Sapling are terminated in Namely. It is done when the employee's access has been removed in Sapling. However, no data updates are sent to Namely, if an employee is deleted (instead of offboarded) in Sapling.

 

What fields are synced?

The Required fields for the integration are First Name, Last Name, Company Email, Personal Email, and Start date. 

Sapling	Namely
First Name	First Name
Last Name	Last Name
Company Email	Email
Personal Email	Personal Email
Start date	Start date

In addition to the above, the Fields that Sapling can sync are:

Sapling	Namely
User Status	User Status
Profile Image	Image
Address Line 1	Address Line 1
Address Line 2	Address Line 2
Zip	Zip
City	City
Country	Country ID
State	State ID
Home Phone Number	Home Phone
Mobile Phone Number	Mobile Phone
Emergency Contact Name	Emergency Contact
Emergency Contact Phone	Emergency Contact Number
Preferred Name	Preferred Name
Date of Birth	Dob
Social Security Number	Ssn
About (Length should be set to 2000 characters)	Bio
Job Title	Job Title
Manager	Reports To
Location	Office Location
Team (We use team instead of Department.)	Team
Gender	Gender
Federal Marital Status	Marital Status
Race/Ethnicity	Ethnicity
Employment Status	Employee Type

Sync Frequency 

Employees’  changes in Namely are pulled on each night at 12 am based on your time zone set in Admin>General. Any profile fields updated in Sapling will be sent immediately from Sapling to Namely.

Setting up the Integration

Step 1: Create a Namely access token

As an Administrator, log into Namely and click the Admin menu and navigate to the API page.

Here we will create a new Access Token for the Sapling integration. The Namely Access Token is like a password and should not be shared or made public.

 

Step 2:  Configure your Namely integration in Sapling

The  Admin or the Account Owner, should log in to Sapling and navigate to the Integrations Page.  Here we will activate the integration.  

You will need to know the Namely Subdomain used for your Namely account, as well as the permanent Access Token generated in Step #1.

When you click Save, your integration will become live.

 

Key factors to be aware of

Bio Lengths

The Bio length in Namely should be set to 2,000 characters. This will avoid any errors where new hires enter longer Bio in Sapling which is not accepted by Namely.

 

Field Name Matching

It is important to ensure that the options you have listed in Sapling for the following fields match exactly what you have listed in Namely. This covers fields such as:

1. Ethnicity
2. Gender Pronoun
3. Shirt Size
4. Marital Status

For example, if your Shirt Size Options is Sapling are:

• Small
• Medium
• Large

Then having the following options in Namely would lead to syncing issues:

• S
• M
• L