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. This insight empowers finance and procurement teams to better control budgets, allocate resources, and improve planning.

To achieve this, Sastrify integrates HRIS data (e.g., Workday, Personio, BambooHR) to map active tools to organizational data, providing insights such as:

• Tool usage by departments and employees
• Spending by department and cost center
• Budget alignment (overspending, underspending, or on track)
• Breakdown of tool usage and costs

IN THIS ARTICLE

• Setup overview and 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
  • 1. Assigning Departments, Teams, and Cost Centers from your Tool Stack
  • 2. Assigning Departments, Teams, and Cost Centers from the tool page
• Access consolidated views per departments and cost centers
• Assign managers to departments and cost centers
• Frequently Asked Questions

Setup overview and requirements

To achieve this, complete these two primary steps (detailed in sections below):

1. Connect an HRIS integration
2. Assign departments/teams and cost centers to relevant tools

Additional important steps (covered in separate articles):

• Assign tool owners to their respective tools. 
• Ensure spend data is updated via ERP/Accounting integration or manual import.

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 and activate available HRIS integrations, go to your Integrations > HR Information Systems.

To set up a new integration:

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 steps to authenticate and establish the connection (different HRIS tools will require different sets of information for establishing a 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 on 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 to or pull other types of personnel data that are considered private and confidential, such as salary information, an 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 to Sastrify is one-way; the information is imported but cannot be modified within Sastrify. It simply reflects the data fetched from the source.

Once connected and data has successfully flown into Sastrify, the admin can then go to the User & Company Data page to view the imported data from the three designated tabs, which act as the containers for each of the master data types: 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

After importing employee data into Sastrify, you can invite them as platform users from the Employees tab. This turns them from company records into active users with assigned roles and permissions for collaboration.

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 gain a consolidated view of tool usage, assign tools to the appropriate 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 page. 
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

You can assign managers to departments, teams, and cost centers, providing added visibility and control. This helps finance and procurement teams identify responsible parties at the departmental or cost center level, alongside tool owners for activities like budget reviews, usage audits, and renewal preparations.

Frequently Asked Questions

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