HRIS Integration

Connecting your HRIS (Workday, BambooHR, and SAP SuccessFactors) lets MentorStack automatically pull employee records so you don't have to manage members manually. New hires appear in MentorStack; departures are deactivated.

What syncs

• New employees → provisioned as MentorStack members with the Mentee role
• Departures / terminations → member deactivated (data preserved)
• Profile fields → name and email on new members, plus hire and termination dates when your HRIS provides them. Department and job title appear in the sync preview but are not written to member profiles.

The Mentor role is not synced from HRIS. Every new employee arrives as a Mentee. To make someone a Mentor, assign the role in MentorStack after provisioning, either manually or via bulk invite CSV.

Setup

Go to Settings → HRIS.

1. Select your HRIS provider from the list: BambooHR, Workday, or SAP SuccessFactors
2. Enter the provider fields: a Subdomain for BambooHR, or an API URL for the others, and your API Key
3. Click Save Integration. MentorStack tests the connection before it saves.
4. Once saved, click Test Connection at any time to verify access again

Manual sync

To run a sync, click Sync Now in Settings → HRIS. MentorStack first fetches your directory and shows a Sync Preview with three tabs: New, Updated, and Flagged (terminated). Review the changes, then click Confirm & Sync to apply them, or Cancel to change nothing. Useful after a batch of new hires or a reorg.

Provisioning behavior

Newly synced employees are created as active members with the Mentee role. HRIS settings have no option to choose a different default role. To make someone a Mentor, add the role in MentorStack.

Deactivation behavior

When an employee is marked as terminated or inactive in your HRIS:

• Their MentorStack account is deactivated, and their active sessions and API keys are revoked
• An admin is never deactivated if that would leave the organization with no active admin
• Active matches are flagged for admin review
• Meeting and goal history is preserved
• The account can be reactivated manually if needed

Removing an integration

Click Remove in Settings → HRIS and confirm to disconnect your HRIS provider. This stops all syncing; it does not deactivate or delete any members already provisioned.