Synchronizing an integration with Oneteam works according to several principles.
When does the synchronization take place?
Synchronizations with an integration are taking place around 2 AM at night. We use this time so that there is a guarantee that the Oneteam platform doesn't get overloaded when used by our users. Using this time enables employees as well to use Oneteam directly on their starting date.
How does the synchronization of employees work with Oneteam?
A big part of a successful Oneteam implementation within your organization will be user management. To automate the user management, Oneteam offers a User Sync API. This application will invite your employees to the right community and function group within Oneteam. If the employee will be moved within your organization, we will also reflect those changes within Oneteam. Employees that are no longer in service, will also be automatically removed within Oneteam.
During the synchronization with an integration, all employees in this integration are compared to the employees currently in Oneteam. Only synchronized employees can be edited with the synchronization. Based on this comparison the following actions are being executed:
New employees that are in the integration, but not in Oneteam, will receive an invitation for Oneteam. Based on the data in the integration a new synchronized account will be created for the employee. This account will be added to a community and, possibly, function. After the employee logged in for the first time the employee will have immediate access to the community, messages, onboarding modules, and other groups which are (automatically) assigned to the employee.
With existing employees in Oneteam the data will be compared to the data in the integration. If employees are added to new communities and/or functions it will also be adjusted in Oneteam. Membership of a previous community or function will be made undone if deselected in the integration and when they're transferred to a different community employees will receive an email about this.
Removed users (existing synchronized employees in Oneteam) that are not to be found in the integration anymore will be removed from Oneteam. The account of this employee will be in the database of Oneteam for the upcoming 30 days, in the case that employee profiles need to be restored at this time. After 30 days the entire profile of the user will be anonymized.
How does the synchronization of communities work with Oneteam?
During the synchronization with an integration, the communities in this integration are compared to the communities currently in Oneteam. It differs for each integration what is being marked as a community.
New communities are being added to Oneteam. Communities are considered as new when the identifier of this community is not in Oneteam. A community with a matching name can therefore still be marked as 'new'.
Existing communities are not changed.
Removed communities, communities that are removed from the integration, are being removed from Oneteam. This means that all messages and shift takeovers in this community will be removed.
How does the synchronization of functions work with Oneteam?
During the synchronization with an integration, the functions in this integration are compared to the functions currently in Oneteam. This is based on the identifier of the function. It differs for each integration what is supported for the identifier. Not all integrations support the synchronization of functions.
New functions in the integrations (functions that do not appear in Oneteam) are being added as a new function to Oneteam. Just as with communities, the comparison is made based on an identifier. An existing function in Oneteam with a similar name can therefore still be marked as different because the identifier is not similar or present for this existing function.
Existing functions are not changed.
Removed functions, functions that are removed from the integration, are being removed from Oneteam. The consequence is that employees with this function won't have this function anymore in Oneteam. The function disappears as well in the audience selectors in organization groups, surveys, and the academy.
Managing integration information in Oneteam
In Oneteam, you can view and manage your organization’s integration details (if an integration is active). This helps you check the connection between Oneteam and your external system.
With the Integration feature, you can:
Force synchronization
Manually start a sync without waiting for the automatic nightly synchronization.View users from the integration
See which users are returned by the integration. This helps identify if missing users are caused by the external system.Fetch communities from the integration
Retrieve communities from the connected integration.Link communities
Link communities from the integration to existing communities in Oneteam.Fetch functions from the integration
Retrieve function groups (or roles) from the integration.Link functions
Link function groups from the integration to functions in Oneteam.
Tips
Want to make a change? Update it in your HR tool — it will automatically sync during the next nightly synchronization.
Use Force synchronization to apply changes immediately.
Check exceptions manually: users not synced automatically (e.g. contractors or temporary staff) can be added manually in Oneteam.
Keep identifiers consistent: use unique identifiers for roles and communities in your HR system to prevent duplicates or incorrect links.
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