Applicable to the following Sastrify plans:

* Legacy includes all plans signed before February 29, 2024. 

Recognizing the need for tracking and visibility into SaaS usage and management from an organizational perspective, Sastrify provides a dedicated Company Data management area within its platform. 

The page allows users to import their organizational data such as employees, departments, and cost centers via the HRIS integration and combine the data with the company's tool stack to get a holistic visualization of how your organization is using and consuming SaaS subscriptions. 

IN THIS ARTICLE

• Why does this feature exist?
• An overview of the setup and basic requirements
• Integrate your HRIS with Sastrify
• Which HRIS tools do we integrate with?
• What data does HRIS integration pull?
• Invite employees as users to Sastrify
• Assign tools to departments and cost centers
• Access consolidated views per departments and cost centers
• Assign Managers to departments and cost centers
• Frequently Asked Questions

Why does this feature exist?

One of the biggest problems Sastrify tries to solve is to help companies get a complete view of who is using what within the organization - from the individual level, to the department level, and across different cost centers. Understanding this will help companies, especially finance and procurement managers, to better control their budget, allocate resources and ultimately improve planning and reporting.

To do this, we need to leverage the enterprise or organizational master data that resides in the HRIS (Human Resources Information System) such as Workday, Personio, and BambooHR and bring it into Sastrify. This will allow you to configure the relationship between the active tools and the imported master data to gain insights and information, such as:

• Which departments and employees are using which tools.
• How much each department and cost center spends on the tools they use.
• Whether they are overspending, underspending, or on budget.
• Spend and tool breakdown by department and cost center. 

An overview of the setup and basic requirements

All of the above can be accomplished by primarily completing these two steps (details of each step are are covered in the sections below):

1. Set up and connect to one of the available HRIS integrations.
2. Assign departments/teams and cost centers to the relevant tools

Other steps that are important but outside the scope of this article are (please refer to their own KB articles for more details):

• Assign tool owners to the tools they manage
• Make sure your spend is updated, either by setting up an ERP/Accounting integration or by (routinely) importing the spend data into Sastrify.

Integrate your HRIS with Sastrify

It's important to note that by default, users setting up the HRIS integration must have administrative permissions to both Sastrify (Admin role) and to the software of choice. 

If you have any questions or concerns regarding the setup process or require assistance with admin roles and permissions, please don't hesitate to contact our dedicated the Sastrify Support Team.

To view the available HRIS integrations as well as to activate the connection, go to your Settings > HR Information Systems.

To set up a new integration:

Note: For customers on the Essentials plan, please begin with step 5. Steps 1-4 are applicable only to Pro and Platinum customers.

1. Click the "Manage" button on any of the HRIS cards to open a setup page. 
2. Click the "Add New Connection" button.
3. Enter the name of the integration.
4. Click the check mark to confirm.
5. Click the "Connect" button to continue.
6. You will be redirected to a guided connection page of your chosen HRIS where you will be directed to complete a series of step to authenticate and establish the connection (different HRIS tools will require different set of information for establishing successful connection).
7. You will be redirected back to Sastrify's HR Information Systems page where you can see that the software you selected now has an active connection. If you click on the "Manage" button, you will see that the integration is now displayed as Connected, indicating that the connection is now active.

Which HRIS tools do we integrate with?

To date, Sastrify is able to facilitate integration with the following 13 HRIS tools:

What data does HRIS integration pull?

The integration will retrieve only the following data points: 

• Employee data: ID, Full Name (first name, last name), Work email, Job title, Team, Department, Employment date
• Department data: Name, ID, Parent ID, Manager name, Manager ID
• Team data: Name, ID, Parent ID, Manager name, Manager ID
• Cost Center data: Name, ID, Parent ID, Manager name, Manager ID

By default, this sync occurs every 3 hours. However, it's important to note that the sync frequency can vary depending on the specific tool and sync type being used, but it always occurs in a daily basis.

It is also worth noting that the first time you connect to one of the integrations, the initial sync may take from a few minutes to max 120 minutes, depending on the amount of data and the tool being integrated.

IMPORTANT: This integration only and strictly reads and pulls the above data and does not have access or pull other types of personnel data that are considered private and confidential, such as: salary information, employee's personal status/information, or the terms and conditions of the employment relationship. 

Imported data is kept secure both in transit and at rest using industry-standard encryption protocols. This dual encryption - in transit and at rest - provides comprehensive protection for your HR data. The data will only be used for the purpose for which it was collected, which is for the proper functioning of that particular feature within your Sastrify platform.

Data integration from an HRIS system to Sastrify works as an import only, with information flowing in one direction. No changes can be made to the imported data within the Sastrify application, as it only takes what the integration fetches from the source. 

Once connected and data has successfully flown into Sastrify, the Admin can then go to the Company Data page to view the imported data, from the three designated tabs which act as the containers for each of the master data type: employees, departments or teams, and cost centers. 

IMPORTANT: Only Sastrify users with an Admin role can access the Company Data page and view the imported data coming from the HRIS integration. In other words, this page and the information it contains is not accessible to users with the Contributor or Viewer roles. 

Invite employees as users to Sastrify

Once your employee data is imported into Sastrify, you can invite them as platform users from the Employees tab. This allows you to elevate these employees from simple company records to active platform users, each with designated roles and permissions to collaborate within Sastrify.

To invite employees as Sastrify users:

1. Select the Employees tab.

2. Use the checkboxes on the left side of the table to mark the employees you’d like to invite. You can select individual employees or choose all at once.

3. Click Invite to Sastrify to begin the invitation process. You’ll be redirected to a three-step invitation page:

   • Step 1: Review the selected employees.
   • Step 2: Assign the appropriate role—Viewer, Contributor, or Admin. (Note: When inviting multiple users, the same role will be applied to all.)
   • Step 3: Finalize by clicking the Invite button.
4. Once invited, these users will also be listed under the "Sastrify Users" tab.

Assign tools to departments and cost centers

To complete the setup and have a consolidated view of tool usage by department, team, and cost center, the next step is to establish the linkages by assigning the tools to the correct departments, teams, and cost centers. 

There are two ways to perform the assignments: 

1. Assigning Departments, Teams, and Cost Centers from your Tool Stack

1. Go to the Tool Stack section. 
2. Click on the 3-dots icon of the tool you want to assign or change an owner to.
3. Select “Edit Info” to open an input view where you can enter key information. 
4. Look for the "Department", "Team", and "Cost Center" field.
5. Choose from each of the drop down menu the value best suited for that specific tool.
6. Confirm your selection by hitting "Save".

Tips: You can also assign or change tool owners in your tool stack in bulk at one time by selecting multiple tools and then clicking the "Edit Details" button in the lower right corner of the page.

2. Assigning Departments, Teams, and Cost Centers from the tool page

1. Go to the Tool Stack section.
2. Select the desired tool or subscription.
3. Click the "Edit" button located at the upper right corner of the page
4. Find and select the Tool Owner in the drop down menu.
5. Confirm your selection by hitting "Save".

Access consolidated views per departments and cost centers

Assign Managers to departments and cost centers

Frequently Asked Questions

Please refer to the HRIS Integration FAQ page for a complete list of frequently asked questions