How to set up a PeopleHR integration

In this article, we’ll run through how you can seamlessly integrate your PeopleHR system to provision and de-provision users on Reward Gateway.

How to enable the PeopleHR integration?

To enable the PeopleHR integration, log into the Reward Manager portal, go to the Integration tab on the left and search for PeopleHR under the Explore Integrations tab. 

Click on the integration icon which will lead you straight to the Initial Setup.

Step 1: Initial Setup

Select the import frequency, date format and whether you wish to send Welcome communication to newly added members. We recommend ticking the Welcome e-mail option, as this provides easy first-time access to the platform to new users and allows them to set up a password. 

Step 2: Authorize the PeopleHR Account

Before Reward Gateway can access your PeopleHR data, you must authorize access to your PeopleHR account. To do this, click the Authorize button. 

This will open a modal window where you will need to enter your API key.

How to generate your API key?

In your PeopleHR account, go to your Settings in the bottom left. Select API and click the + icon.

On the API Key Management screen, type in a name for the Key.

For the application actions, select all for Employee, Salary, Absence, and Holiday.

Press Save. Copy and store your Key in a safe place.

Add your key in Reward Manager.

After you authorize your account see the confirmation message, click Finish Setup and then Save.

You can revoke the access any time.

Step 3: Mapping

Before Reward Gateway can sync your PeopleHR directory, you need to map the fields which are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed. Once ready, click Save.

By default, Reward Gateway maps the Employee ID to uniquely identify a member. Any other additional mapping fields can be mapped during this stage, however, the Email Address field must be mapped as it is a mandatory field to create an account with Reward Gateway.

Once you are happy with the mapping, you can proceed to the next step.

Step 4: Review and Publish

At this stage, you can review the details and if you’re happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.

How will you monitor when your PeopleHR data syncs?

Every time your PeopleHR data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.

You also have the option of going to the integration Dashboard and selecting the "Import History" option to see a log of all data syncs that have been performed on your platform.

If there were any issues with your data sync, you’ll be able to download a file containing all of the errors.

How will your employees get onboarded once your PeopleHR data has been synced?

If it's a new employee record that is synced from PeopleHR, Reward Gateway will create a new account for this employee based on the information mapped and will send them an invitation to join the program. 

If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their PeopleHR information.

How will the employee data be removed once an employee is removed from your PeopleHR directory?

Reward Gateway uses the employment status to determine whether a user needs to have their account created, or be marked as a leaver in our system. This means that we will mark everyone whose employment status is inactive as a leaver.

The employee's account will then follow Reward Gateway's standard account close down procedures. Read more in the article What happens if an employee is revoked? .

How can you trigger your membership provisioning imports on demand?

You have the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect you to the import page where you can start the process. Once started, a progress bar will be presented and when the upload is completed, you will be able to download any warnings and see the impact on your programme.