# HRIS integration
Connect your HRIS to RandomCoffee, share the setup with your IT team through a magic link, and understand how your HRIS data is processed.
import { AccordionItem, Accordions, Steps } from '@prosefly/astro-components';
import Callout from '@components/Callout.astro';
import IntegrationInstallPanel from '@components/app-screens/screens/IntegrationInstallPanel.astro';
Connecting your HRIS to RandomCoffee automates member management: your members list stays up to date with new hires and role changes, and the HR fields you choose become categories you can use for matching.
RandomCoffee connects to most popular HRIS. See the list of supported integrations on [our website](https://www.random-coffee.com/integrations/).
The HRIS integration is available on the Pro and Enterprise plans.
Using **Workday**? See [Workday RaaS integration](/documentation/integrations/workday/).
This page covers the technical side: connecting your HRIS, sharing the setup, data processing and disconnection. Choosing the fields to import, filtering the population and running the first sync are explained in [Sync members from your HRIS](/admin/members/sync-from-hris/).
## Connect your HRIS
1. **Open the HRIS integration.**
In RandomCoffee, open "Settings", go to "Configuration", select the "HRIS" card and click "Connect HRIS".
2. **Select your HRIS.**
A connection window opens with the list of available HRIS. Search for yours and select it.
3. **Enter the required information.**
Fill in the fields requested by your HRIS, for example a subdomain and an API key.
The information required depends on the HRIS you connect, and some HRIS need prior configuration (such as creating a token or authorizing the RandomCoffee application). Refer to your HRIS provider's documentation or ask your IT department for the right information and configuration.
4. **Save.**
Click "Save". Back in RandomCoffee, your HRIS appears in the "HRIS" panel with its status: "Connected", or "Needs configuration" if information is still missing. While RandomCoffee reads the structure of your HRIS data, the panel shows "Fetching Metadata".
At this stage, no member has been synchronized yet. The next steps (fields, population filters, first sync) are in [Sync members from your HRIS](/admin/members/sync-from-hris/).
## Let your IT team configure the connection
You can have the connection configured outside RandomCoffee, by someone who does not have a RandomCoffee account, with a magic link:
1. In the "HRIS" panel, open the "..." menu next to your HRIS.
2. Click "Share Magic Link".
3. Copy the link shown in the "Magic Link" window and send it to your IT or HR colleague.
The link lets its holder authenticate and manage the HRIS connection. It is valid for 2 days.
To change the credentials yourself, open the same "..." menu and click "Update Credentials".
## How your data is processed
- **Credentials.** The administrator enters the HRIS credentials (in most cases a token or a key generated in the HRIS) in the connection window. This window is provided by Apideck, the HRIS integration provider RandomCoffee uses: the credentials are stored in its vault. RandomCoffee keeps only a reference to the connection (the HRIS and its status).
- **First synchronization.** Once connected, RandomCoffee reads the structure of your HRIS data (available fields and values), so that you can choose the fields and filters to apply.
- **Recurring synchronization.** Every 24 hours, or when an admin starts a sync manually, RandomCoffee requests the list of employees from your HRIS through Apideck's unified HRIS API. For each employee, it uses the email address (the primary or work address first), first name, last name and the fields you selected. It applies your population filters, then imports the result into its member database: new members are added and existing members are updated.
- **Result.** The changes appear in the members list of your RandomCoffee workspace.
RandomCoffee reads the full list of employees from the API and applies your population filters on its side: only the employees that match your filters are imported as members.
## Disconnect your HRIS
To stop the synchronization, delete the HRIS connection:
1. In the "HRIS" panel, open the "..." menu next to your HRIS and click "Update Credentials".
2. In the connection window, open the "⋮" menu at the top left and click "Delete".
Deleting the HRIS connection only stops the synchronization. It does not delete or deactivate any member. You can still remove or deactivate members from the members list afterwards.
## FAQ
Yes. If you already use the [Slack](/documentation/integrations/slack/) or [Microsoft Teams](/documentation/integrations/microsoft-teams/) integration, the HRIS integration enriches your members with data that Slack or Teams does not have. Members provisioned by Slack or Teams who also exist in your HRIS are recognized by their email address and enriched with the data from your HRIS.
Yes. The two features work separately, without affecting each other. [SSO](/documentation/security/sso/) lets your members sign in with your organization's credentials, and the HRIS integration synchronizes the data of the people in your HRIS (matched by email address), however their account was created.