Sync Process
Q: How does the sync work? Do changes made in Engine update the connected HRIS?
A: Engine uses our partner Merge to securely connect to 50+ HRIS platforms. The integration is a one-way sync to ensure your HRIS remains the single source of truth. Changes in your HRIS will update employee information in Engine, but nothing from Engine will be sent back to your HRIS. Updates to Engine-only fields (like travel policies) will not be affected by the HRIS sync.
Q: Does using an HRIS integration mean all employees get invitations to join Engine?
A: By default all synced employees will receive invitation emails during the first sync and all new employees will be invited with each subsequent daily sync. Admins can turn the auto-invite on/off at any time to maintain control rollout.
Q: What happens during the first sync vs. ongoing updates?
A: During the first sync, new accounts are created for all employees, or selected groups, in your HR platform. For existing Engine users, the sync checks for matching email addresses and updates any differences with current HRIS data. Ongoing updates run daily and only modify mapped fields when changes are detected.
Q: How much does Engine charge for this feature?
A: Nothing! This is free for all accounts. Some HR platforms may have associated fees, contact your HR platform provider to learn more.
Employee Management
Q: If I make changes to an employee in Engine, what happens during the next sync?
A: There are a few common situations where a member’s information is changed:
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An existing member is moved to a department that is not included in selective sync.
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This user will no longer be updated by the integration. Move them back to a synced department in Engine to resume syncing.
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A member’s role, travel policy, or other personal details not mapped during the sync are changed.
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These will remain as-is and will not be updated during a sync.
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Fields like name, email, and employment status will be updated daily to match your HR platform.
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Q: When an employee is terminated, what happens to their Engine account?
A: Engine automatically archives terminated employees' accounts during the next sync. This follows the same process as manual archiving to ensure platform security. Archived accounts lose all access to Engine immediately.
Q: What if a terminated employee has upcoming travel booked?
A: Admins should track down and cancel any existing reservations for terminated employees, as this is not handled automatically by the sync process.
Q: What happens to Travel Credits for terminated employees?
A: Travel Credits assigned to individual users are lost when their account is archived (same as manual archiving today). If Travel Credits are pooled at the company level, your business retains access to the balance.
Q: Can rehired employees get their Engine account back?
A: Yes, Engine can automatically restore accounts for rehired employees. During the next sync after an employee becomes active again, Engine will restore their previous account if the email address matches exactly and other key information (first name, last name, employee ID) matches the original account data. If Engine cannot match the records, a new account may be created or you can contact support for assistance.
Customization & Control
Q: Can I select or restrict which employees are included in the sync?
A: Yes, selective sync allows you to choose specific employee groups (by department, cost center, division, or other organizational groups) rather than syncing all employees. Some HR platforms also offer SFTP as a method for employee selection.
Q: Can I add additional fields like KTN, passport number, or custom fields?
A: Not at this time. Engine only maps the standard fields listed in the Data Mapping section above. Admins, Department Managers, and Travelers can edit these details on each user's personal details or via a bulk upload.
Q: Can I assign specific travel policies when employees are synced?
A: No, travel policies must still be managed manually by admins in Engine. All new employees are assigned the default travel policy when their account is created, though this can be changed afterward.
Technical Questions
Q: What if my company changes HR platforms?
A: Changing HRIS platforms requires setting up a new integration, which will be treated as a complete restart. However, your existing Engine users shouldn't see any changes to their accounts.
Q: Will employees with personal email addresses sync over?
A: Employees will sync if their email address uses an approved domain. If an employee's email address changes in your HRIS, Engine will automatically update it during the next sync.
Q: Can I manually add employees who aren't in our HRIS?
A: Yes, admins can still add members directly in Engine (such as contractors not in your HR platform). Members added manually in Engine who aren't found in your HRIS (via email match) will not be affected by the sync process.