HRIS integration

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, Deel, 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 spend limits, 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: Set up custom rules to determine who to invite from your HRIS based on attributes such as entity, department, title, etc. When configuring auto-invite you can configure the roles these users will have when invited.
• 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:

• Email
• First name
• Last name
• Title (if available)
• Department (if available)
• Location (if available)
• Cost center (if available)
• Legal entity (if available)
• Other custom fields (see details in Connect HRIS section below)

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, Deel, Freshteam, Gusto, Hibob, HR Cloud, HR Partner, HumaansIO, IntelliHR, Justworks, Lano, Lucca, Namely, Nmbrs, Officient, Paychex, Paycor, 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, click > Connect your HRIS. 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: Once your HRIS account has been authenticated, map additional fields. We’ll automatically sync any custom user fields from your HRIS system if you click Map fields. Under New Target field on the left, you can find your HRIS fields. You can select one and enter the desired field name and description for the field on Brex. When completed, click Save and complete your HRIS setup. Step 4: Your HRIS integration will sync your data , which 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 5: Once connected, you can manage your HRIS integration by clicking > HRIS integration. Here, you can 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). To manage your custom user fields, go to Team and click Fields library. Here, you can review and manage the enablement of your custom user fields. To learn more about the fields library, read this help article. 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

To disconnect your HRIS, ensure you have Admin permissions and follow the steps below. Step 1: Go to Team > HRIS integration Step 2: In the Integration management section, click the Disconnect button.

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.

Reconnecting your HRIS

In certain situations, your current HRIS connection might need to be updated. To update or reconnect it, ensure you have Admin permissions and follow the steps below. Step 1: Go to Team > HRIS integration Step 2: In the Integration management section, click the Reconnect button.

Step 3: Follow the on-screen instructions to reconnect your HRIS system. Note: this can require re-entering credentials, URL, or other information.

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.

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.