HRIS Integration Guide

What is an HRIS Integration?

HRIS (Human Resources Information System) integration allows Engine to connect directly to your company's HR platform to automatically manage employee accounts. Once connected, Engine will:

• Create new Engine accounts for employees when they join your company

• Update existing members when employee information changes

• Archive members when employees leave your company

• Restore members if employees are rehired

All of this happens automatically through a secure, daily sync process.

Supported HRIS Platforms

Engine integrates with 50+ HRIS platforms through our partner Merge, including popular systems like:

• BambooHR

• ADP

• Workday

• Paycor

• UKG

• Google Workspace

• And many more (full list below)

If you don't see your HRIS, contact your Account Manager. We’re actively expanding our integrations and want your input on what to prioritize.

Setup

Check out the step-by-step authentication guides here: https://help.merge.dev/collections/8711975283-hris  

1. Prepare your HR credentials and check your access

1. Confirm your HR platform is compatible with Engine (see above). 

2. To manage an integration, you must be an Admin user in Engine.

3. Ensure you have required permissions in your HR platform or work with your HRIS administrator to complete your set up with a magic link.
   
   

2. Start the integration in Engine 

1. In Engine: Go to Company Settings > Integrations > HR Platform Members Sync.

2. Select your HRIS: Choose your HR platform from the supported list.

3. Connect your HRIS: Follow the in-app guidance to authorize a connection to your HR platform. Use the magic link we provide to easily connect with your HRIS administrator. 

4. Configure settings: Review and confirm your sync preferences.

5. Complete setup: Your first sync will begin immediately after setup.

Note: The initial sync may take longer than future updates as it processes your entire employee roster.

Data Mapping

Engine automatically maps the following fields from your HRIS:

Required Fields:

• First name*

• Last name*

• Email address*

• Employee status (active/inactive)*

Additional Fields:

• Employee ID

• Phone number

• Department/Team

• Date of Birth

• Gender

*Fields marked with * are required to add and update any employee.

Selective Sync

Overview

By default, HRIS integrations sync all eligible employees from your HR platform. However, selective sync options are available to give you more control over which employees are included.

Sync Options

Standard Sync: Includes all eligible employees in your HR platform automatically.

Selective Sync (New!) Choose specific employee groups to sync based on:

• Department

• Cost center

• Division

• Other organizational groups available in your HR platform

Note: This is available for API and SFTP integrations.

Benefits of Selective Sync

• Controlled rollout: Gradually introduce Engine to different departments or teams

• Targeted access: Sync only employees who need travel management access

• Flexible management: Adjust sync groups as your organization changes

Data Protection

• All personally identifiable information (PII) is stored in a secure database

• Sensitive data is obfuscated for additional protection

• Integration follows enterprise-grade security standards

Sync Process

Sync Schedule

1. First sync: Immediately after setup completion

2. Ongoing syncs: Every 24 hours (approximately 8:00 AM MT)

3. Sync direction: One-way from HRIS to Engine. Engine does not write back to your HRIS.

What Happens During a Sync

• New Employees: Automatically created in Engine. Invitation emails are sent by default; this setting can be turned off.

• Existing Employees: Information is updated if changes are detected in the HRIS 

• Terminated Employees: Member accounts are archived in Engine

• Rehired Employees: Previous accounts are restored if the employee’s email matches their email in the archived Engine account

Default Settings

By default:

• All new employees are assigned the "Traveler" role

• All new employees receive the default travel policy (can be changed later by admins)

Security Information

Engine’s integration with Merge to your HR Platform is completely secure. Merge offers multi- and single-tenant servers, security-based features, and compliance certifications, including GDPR, SOC 2 Type II, and ISO 27001.

Learn more

Troubleshooting

Common Issues

1. Review error messages: Check the provided error details for specific issues

2. Verify HRIS credentials: Ensure login credentials are current and valid

3. Check field mappings: Confirm required fields are properly mapped

4. Contact support: Reach out to our support team for assistance

Remember

• This integration is one-way sync only - Engine does not write data back to your HRIS

• Changes may take up to 24 hours to appear in Engine

• First sync typically takes longer than subsequent updates