HRIS integration
This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.
Overview
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HRIS (Human Resources Information System) is a software solution that helps organizations manage and streamline their HR processes. Today, Brex supports 40+ HRIS integrations that customers can connect with — a list which we’re continually adding to. Supported providers include Workday, Gusto, and BambooHR. Connecting an HRIS software can help you automate the process of user and spend management as you scale. In terms of user management, HRIS integrations allow you to automate the act of adding, inviting, updating, or deactivating users and user details. HRIS integrations also help you with your spend management, by automating spend limit assignment, syncing entities, providing insights into spending patterns, and connecting with your ERP. Admins can use Brex’s HRIS Integration to manually or automatically invite users to their Brex accounts. This lets you invite a large group of full-time employees that you’ve already established in HRIS to your Brex account. After inviting them, you can still manage those employees’ details through their HRIS. Brex will sync the user’s first name, last name, email, title, and manager on a daily basis.
Key HRIS features
Add first, then invite
Sync your HRIS once, add users to budgets, and then choose who to invite when you’re ready.
Configure access management settings
By default these settings are OFF when you sync your HRIS initially. After initial sync configure these settings to your needs.
Auto-deactivate Users are removed from Brex the moment they are removed from your HRIS. Terminates cards and revokes login access.
Auto-invite Users are invited to Brex the moment they are added to your HRIS. Choose a role default of Employee with Card and Reimbursement access or an Employee with Reimbursement only access.
Automated user updates
User information in Brex is automatically updated the moment your HRIS syncs, ensuring accurate and timely information and reducing manual overhead.
Fields available to sync
When you sync up your organization to Brex via HRIS, we can store all of the following data attributes:
- First name
- Title
- Department
- Location
- Cost center
- Legal entity
Note: Anything marked 'if available,' can only be synced if supported by your HR system and integration provider. If you don’t have the field added in your upstream HR system, you can add it. If your integration provider doesn’t support mapping for a particular attribute, you can manually add the attributes after connecting your HRIS.
Supported HRIS providers
Adp Workforce Now, AlexisHR, Altera Payroll, BambooHR, BizMerlinHR, Breathe, Ceridian Dayforce, Charlie, Charthop, Freshteam, Gusto, Hibob, HR Cloud, HR Partner, HumaansIO, IntelliHR, Justworks, Lano, Lucca, Namely, Nmbrs, Officient, Paychex, Paylocity, PeopleHR, Personio, Proliant, Rippling, Sage HR, SAP SuccessFactors, Sapling, Sesame, Square Payroll, Trinet, UKG Pro, UKG Ready, Workday and Zenefits.
Connect HRIS
Before you get started, you’ll want to make sure that you have the appropriate account admin/card admin access in both your HRIS and Brex account. Once you’ve confirmed that, follow the steps below. Step 1: In your Brex dashboard, go to Teams and click Connect in Manage Team Access. Step 2: You’ll be prompted to sign in with your HRIS login credentials. Enter these and follow the on-screen instructions to complete the connection process. Step 3: On the Team page, you’ll see that your HRIS integration is syncing your data. This should take no longer than 30 minutes. Once the sync is complete, you’ll receive an email notification. If you encounter any issues during the connection process, please reach out to Brex support for assistance. Step 4: Once connected, you’ll have the option of managing your HRIS integration by clicking on Manage under Manage team access. Here, you’ll be able to auto-invite and auto-deactivate users to Brex. When you sync your legal entities, you’ll receive an email prompt to match the legal entities synced from your HRIS with the legal entities in your Brex dashboard. You can do this by clicking on Map on the Manage page for your HRIS, where you’ll find HRIS-synced entities on the left and Brex-created entities on the right. You’ll want to map each HRIS-originated entity to a Brex entity, either by choosing one that exists or creating a new one (which will take you through entity verification). Note: Users associated with unverified legal entities cannot be invited to Brex until they’ve passed the verification. ADP is not supported for entity sync.
Disconnect HRIS
When you disconnect your HRIS, all employee information already stored in Brex will remain in your account, but any changes in your HRIS will no longer be synced going forward — including employee invitations and terminations. Employees invited prior to disconnecting will not be suspended.
Invite users
After you sync your HRIS, you can invite employees to Brex individually or in groups.
There are three different ways for account or card admins to add users to their Brex account. You can use any of the following methods at any time, and switch between them as you see fit.
Email (single invite)
Admins can send an invitation to a single employee by email to help set up core users on the account. If you only have a handful of users that you’d like to invite to your Brex account, you may want to use this method.
If you’re using Brex’s HRIS Integration, you can use it to manage single-invite users. For this to work, you’ll want to make sure their Brex sign-in email matches their HRIS work email and that they’re listed as a full-time employee within the HRIS. Otherwise, the user will need to be managed manually from the Brex dashboard.
When inviting a new user to your account, you can select:
- User manager
- Location
- Department
- Legal entity
- Cost center
- Preliminary budget
Auto-invites
To help streamline the user invitation experience, you can set up rules to automatically invite new employees once they’ve joined your HRIS/SCIM or been uploaded via CSV. You can enable this setting by going to Team > Manage next to your connected HRIS, then clicking Auto-invite settings. Alternatively, click Invite next to User Invite > Auto Invite. Here, you can create an invitation rule and designate the role type of users based on their department, location, cost center, legal entity, or title. This triggers invitation emails to be sent to any user in your HRIS, SCIM, or CSV with a Not invited status, so long as they match your selection criteria. If you no longer want users auto-invited, you can turn off this feature on your Team page.
CSV upload
Admins can also invite users via CSV upload if they have yet to integrate HRIS or do not integrate with HRIS at all.
You can manage users who were invited through the bulk CSV upload via HRIS, as long as their Brex email matches the work email from the HRIS and they’re listed as a full-time employee within the HRIS. Otherwise, user details will need to be managed manually from the Brex dashboard.
Export CSV of users
If you want a snapshot of your entire team, or even just a handful of users, you can export a CSV report that summarizes their information. Step 1: In your dashboard, go to Team. Step 2: Click Export.
Request cards for users
Account and card admins can't request a new physical card on behalf of other users, but can request to replace an existing one by following the steps below. Step 1: Under Team, search for the cardholder using the search bar and click their name. Step 2: Next to the Cards section in the user details on the right, click the 3 dots next to the card you want to replace. Step 3: Click Replace. You also have the option of assigning the user a new budget that they can use with their existing card if you’d like to better manage their spend.