# Sync members from your HRIS

Choose the fields and the people to import from your HRIS, run your first sync and understand how the daily sync updates your members.

import { Steps } from '@prosefly/astro-components';
import Callout from '@components/Callout.astro';
import HrisPanel from '@components/app-screens/screens/HrisPanel.astro';

Connecting your HRIS to RandomCoffee automates member management: your member list stays up to date with new hires and role changes. The fields you import also become categories, which you can use for more accurate and relevant matches.

<Callout type="note">
  RandomCoffee refreshes your data automatically every 24 hours. The date of the next automatic sync is always displayed in the app.
</Callout>

## Before you start

The HRIS integration is available on the Pro and Enterprise plans.

First, connect your HRIS: open the settings (gear icon), then "Configuration" and the "HRIS" card. The connection steps, the information each HRIS requires and the Magic Link to share with your IT or HR colleagues are described in [HRIS integration](/documentation/integrations/hris/). If you use Workday, see [Workday integration](/documentation/integrations/workday/).

Once your HRIS shows the "Connected" status, no one is synced yet. Prepare your first sync with the options below.

## Prepare your first sync

<Steps>

1. **Select the fields to import.**

   Under "Select fields to import", choose **what** data you want to import. The available fields are: Job Title, Division, Department Name, Team Name, Start Date, End Date, Employment Status, Employment Role Type, Employment Role SubType, Ethnicity, Birthday Date, Gender, Preferred Language, Timezone, Works Remote, City, State, Country and Manager.

   Each field you select becomes a category in RandomCoffee, and members are imported with their values. Start with the fields you really need for your programs.

   <HrisPanel variant="fields" alt="The HRIS panel with the Data Synchronization dates, the fields to import, the population filter, the two options and the Run my first Sync button" />

   <Callout type="note">
     Need a field that is not in this list, such as a custom field of your HRIS? Contact our support team: depending on your HRIS, we can add it to your sync.
   </Callout>

2. **Filter the people to import.**

   Under "Filter the audience to be imported", choose **who** you want to import. By default, RandomCoffee imports "All members". You can restrict the sync to some values of your HRIS fields, for example only the Marketing and Sales departments.

   This way, you only sync the people concerned by your programs, not your whole HRIS.

   <HrisPanel variant="filter" alt="The population filter open on Department Name, with Marketing and Sales selected" />

3. **Choose the options.**

   - "Send a welcome email to the new joiners explaining the RandomCoffee initiative": off by default.
   - "Add new members to existing programs when they match the audience criteria.": on by default.

4. **Run the sync.**

   Click "Run my first Sync". Once the sync is done:

   - the synced people appear in "All members";
   - each imported field appears as a category in "Categories", with the "HRIS Sync" source.

</Steps>

You can change these settings later: update them in the HRIS panel, then click "Save". They apply from the next sync.

## How the sync works

### Frequency

RandomCoffee syncs your HRIS automatically every 24 hours. In the "Data Synchronization" section of the HRIS panel, you see the date of the last sync and the "Next automatic sync date".

To sync right away, click "Sync now" next to the date of the last sync.

### Members

- **New people** found in your HRIS are added to RandomCoffee as [active members](/admin/members/active-and-inactive-members/).
- **People who were already members** before the sync are recognized by their email address. Their information is updated, but their status does not change: an inactive member stays inactive.
- **People who left your HRIS**, or who no longer match your filter, are neither deleted nor deactivated by the sync. [Deactivate or remove them](/admin/members/remove-members/) yourself.

<Callout type="warning">
  If you remove a member who is still in your HRIS and in the synced population, they come back as an active member at the next sync. To keep someone out of RandomCoffee, exclude them with the population filter.
</Callout>

### Categories from your HRIS

The fields you import are stored as categories, with the "HRIS Sync" source. They are updated at each sync and reflect the data of your HRIS, so:

- you cannot edit or delete them in RandomCoffee;
- they do not appear in the registration form of the [invite link](/admin/members/invite-members/): people who join cannot override values that come from your HRIS.

### Edit a member manually

The values that come from your HRIS are managed by the integration. You see them in the "Attributes" tab of a member's profile, but they do not appear in the "Edit" panel: to change one of them, update it in your HRIS, and RandomCoffee picks up the change at the next sync. The first and last names of synced members are also updated from your HRIS at each sync.

You can still edit all the other information of your members as usual.

### Import a CSV file

You can still [upload CSV files](/admin/members/add-members-manually-or-by-csv/) with your HRIS connected, for example to add categories or people that are not in your HRIS.

When you map the columns of your file, the categories that come from your HRIS are not offered: you cannot overwrite them with a CSV file.

### Combine with Slack or Microsoft Teams

If you already sync members from [Slack or Microsoft Teams](/admin/members/sync-from-slack-or-teams/), connect your HRIS too: it enriches your members with data that Slack and Teams do not have, so you can create more accurate matching rules.

People synced from Slack or Microsoft Teams who are also in your HRIS are recognized by their email address, and their profile is enriched with the data from your HRIS.

### Combine with Single Sign-On

You can use the HRIS integration and [Single Sign-On (SSO)](/documentation/security/sso/) together. They work separately: SSO lets your members log in with their organization's credentials, and the HRIS integration syncs the data of each person, found by their email address, wherever they come from.

## Stop the sync

To stop syncing your HRIS, disconnect it: see [HRIS integration](/documentation/integrations/hris/).

<Callout type="warning">
  Disconnecting your HRIS only stops the sync. It does not delete or deactivate your members. You can still deactivate or remove them from your member list afterwards.
</Callout>