deskbird integrates with HRIS providers like Personio, HiBob, and Workday to sync user data, group memberships, and absences automatically. This article explains how the sync works, what to expect during setup, and how to troubleshoot common issues.
- Sync frequency & timing
- What to expect after initial setup
- User offboarding via HRIS
- Absence sync expectations
- Troubleshooting common issues
- FAQ
1. Sync frequency & timing
The HRIS integration syncs data between your HRIS provider and deskbird on a scheduled basis:
- User and group sync: Runs once per day, typically in the morning (CET/CEST).
- Absence sync: Also runs on a daily schedule.
- Personio exception: For Personio, the user and group sync runs hourly once the integration is established — instead of once per day.
The HRIS sync is not real-time. After making changes in your HRIS (e.g., adding a new employee, changing a department, recording an absence), the update will appear in deskbird after the next scheduled sync. The sync interval is set by the provider and cannot be changed.
2. What to expect after initial setup
After completing the HRIS integration setup:
- Users will not appear immediately. The first sync runs at the next scheduled time (usually the following morning). Plan your launch accordingly.
- No invitation emails are sent. Users provisioned via HRIS do not receive an email invitation. They can access deskbird directly using their existing login method (SSO, email, etc.).
- Verify the connection: After the first sync, go to Admin Portal > Users to confirm that users have been imported correctly.
Launch tip
If you are launching deskbird to your organisation and relying on HRIS provisioning, set up the integration at least 1–2 days before your go-live date to ensure users are synced and ready.
3. User offboarding via HRIS
When an employee leaves your organisation and is deactivated or removed in your HRIS:
- The deactivation is synced to deskbird during the next scheduled sync cycle.
- The user's status in deskbird changes to Inactive.
- Inactive users cannot log in or make bookings, and they do not count toward your license.
If a user has been deactivated in your HRIS but still appears as Active in deskbird after 24 hours, check whether:
- The user's status was actually changed in the HRIS (verify in the HRIS admin panel).
- The integration is still connected (check Admin Portal > Integrations).
- There are any sync errors shown in the integration status.
4. Absence sync expectations
When absence sync is active, approved absences from your HRIS are reflected in deskbird as schedule statuses (e.g., "Absent").
- Only approved absences are synced. Pending requests are not shown in deskbird.
- Absences are synced on a daily basis.
- If you also have calendar sync enabled, the flow is: HRIS > deskbird > Calendar (e.g., Outlook or Google Calendar).
Different HRIS providers handle absence types differently. Not all absence types may be supported for sync. See the HRIS Integration: Absences article for provider-specific details.
5. Troubleshooting common issues
| Issue | Likely cause | Resolution |
|---|---|---|
| New users not appearing in deskbird | Sync has not run yet (daily schedule). | Wait until the next morning sync. If users have not appeared after 24 hours, contact support. |
| User data (department, manager) not updating | Field not mapped or HRIS change not yet synced. | Wait for the next sync cycle. If the issue persists, verify that the relevant field is included in the integration scope. |
| Absences not appearing in deskbird | Absence not yet approved in HRIS, or absence type not supported. | Verify the absence is approved in the HRIS. Check the Absences article for supported types per provider. |
| Absences showing wrong dates | Timezone mismatch or HRIS half-day handling. | Check the timezone settings in both your HRIS and deskbird. Contact support with specific examples (user email, expected dates, actual dates). |
| Offboarded users still Active in deskbird | HRIS deactivation not synced, or integration disconnected. | Verify the user is deactivated in the HRIS. Check Admin Portal > Integrations for sync status. Manually deactivate if urgent. |
6. FAQ
The HRIS sync runs once per day, typically in the morning (Personio syncs hourly). This means users will appear after the next scheduled sync — not immediately after setup. If you need users ready for a specific launch date, set up the integration at least 1–2 days in advance.
The required permissions vary by provider. As a minimum, deskbird needs read access to employee profiles (name, email, department, employment status). For absence sync, read access to time-off/absence data is also required. Check the setup guide for your specific provider (HRIS Integration: Users and Groups) for exact permission requirements.
No. The sync interval is determined by the provider and cannot be changed. Most providers sync once per day, typically in the morning. Personio is an exception and syncs hourly once the integration is established.