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Sapling - 15Five Integration Guide

Bolaji Elusogbon
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.​​

15Five is a lightweight performance management software that helps managers check in with employees, track quarterly objectives, give recognition, and facilitate employee growth.

With the 15Five integration, Sapling will:

  • Create Users: When a new hire completes preboarding in Sapling, they will automatically be created in 15Five

  • Update User Attributes: When a user profile is updated in Sapling, the corresponding user profile will be updated in 15Five

  • Deactivate Users: When a user is offboarded in Sapling, the corresponding user in 15Five will automatically be deactivated

  • Delete Users (optional): When a user is deleted in Sapling, the corresponding user in 15Five will automatically be deleted

  • Link Users: Existing Sapling users will be linked to corresponding users in 15Five based on Company Email

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How it Works

Create Users

  • When a new hire completes preboarding in Sapling, they will immediately be created in 15Five with their personal information and job details

  • The new hire will then be invited to 15Five based on your company settings in 15Five

  • Check out the Supported Fields section for what fields are synced from Sapling to 15Five for user creation

Update User Attributes

  • When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in 15Five

  • Check out the Supported Fields section for what fields are synced from Sapling to 15Five for user updates

Deactivate Users

  • When a user is offboarded in Sapling, the corresponding user in 15Five will automatically be deactivated once the Sapling Access Cutoff date (specified during offboarding) is reached

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

Delete Users (optional)

  • When a user is deleted in Sapling, the corresponding user in 15Five will immediately be deleted
  • We generally advise against deleting user data

Link Users

  • As long as the integration is enabled, a daily (overnight) sync will link existing Sapling users to corresponding 15Five users based on Company Email

  • 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

Sapling will only auto-create 15Five accounts for new hires that complete preboarding after the integration is enabled. 

As such, before enabling the integration you to need manually create 15Five accounts for all your existing Sapling users (if they don't already have one). For a speedier solution, please reach out to support@15five.com 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 15Five users based on Company Email. Once linked, user updates in Sapling will sync to 15Five going forward. 

Setting Up the Integration

Part 1: Enable SCIM integrations and create an access token in 15Five

  1. From your home page, click the gear icon and navigate to Features

  2. Under Features, navigate to Integrations

  3. Scroll down to find SCIM 2.0 and click "Enable" - if it is already enabled for you, click "Manage" and move to step 5

  4. Complete the "Enabled" checkbox and click "Save"
  5. Copy the Access Token for Part 2 of the setup

Part 2: Enable the 15Five integration and configure the L/D/E filters in Sapling

  1. Under Administration Tools, navigate to Integrations

  2. Scroll down to find the 15Five integration and enable the integration slider
  3. Enter your 15Five subdomain and paste your 15Five access token
  4. If you'd like for users who were deleted in Sapling to also be deleted in 15Five, 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 15Five.

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.

Key Factors to be aware of

Field Name Matching

  • For the fields to sync correctly, the naming conventions must match between Sapling and 15Five for both the fields names and field values (for dropdown fields)

Start Date versus Hire Date Management

  • Start Date (This date will only sync If the start date is in past)

  • Hire Date (This date is currently not supported by SCIM API)

15Five is working on an enhancement to add the hire date. In the short term, the easiest workaround for customers is to create a CSV file with only the columns `email` and `hire_date` and import it via 15Five.

Duplicating/Re-creating Users in 15Five

Where possible, please avoid duplicating or re-creating users (after deleting them) in 15Five. If you were to do so, the user's new 15Five 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. 

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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