Integrations for user management

Managing users across multiple software packages can be a time-consuming task for administrators. The Digital Interview Cycle features an API link for exchanging user data with other software packages. This enables organizations to keep their personnel data in DDGC up-to-date with, for example, an integration with management systems like AFAS Profit.

User management

We have built a integrations for the common software applications that most our customers work with. This makes it possible to automatically retrieve certain data from your management system (salary package, administration software, HRM system or Microsoft Azure AD) and send it to DDGC. This avoids a manual import and management of personnel data in two different places. The integration is one-way, so changes made in DDGC are NEVER sent back to the source application. Certain data (name, email, address, etc.) in DDGC also cannot be changed once the link is active. See the frequently asked questions at the bottom of this article for more details on how the integration works.

Pricing

Check our website for more information and current prices for integration setup and usage:

• https://ddgc.online/pricing/integration

Installation manuals

We have created installation manuals for all the integrations we offer for user management. In addition, AFAS Online and Microsoft Azure have the ability to log in via Single Sign On. A separate manual is available for the roadmap in AFAS InSite. The Single Sign On via Microsoft Azure (formerly Office 365) can be set up in different ways and are described in the manual below.

User data

The following data is retrieved from your management system via the integration:

Required

• EmployerID;
• PersonID;
• Status (active/inactive);
• Username (e-mail address);
• E-mail address;
• Salutation;
• First name;
• Middle name;
• Last name;

Optional

• Job title;
• Phone number;
• Mobile phone number;
• Employment date;
• Employee number;
• Date of birth;

Please note that this refers to user data only. Information about organizational structure, departments or other matters will not be retrieved.

Creation, deletion, activation and de-activation of users

• Deleting users must be done in your management system (such as AFAS). If a user is manually deleted in DDGC that was imported via an integration, then this user will be automatically created again in DDGC the next day via the integration.
• Users who are active in your management system will be created as users in DDGC based on their email address during the initial exchange via the connection.
• Users with an inactive or resigned status in your management system will not be created during the initial exchange via the connection.
• If users are set to inactive or resigned in the management system after the initial exchange via the connection, these users will be set to inactive in DDGC.
• If you activate an de-activate a user in your management system, they will be included in the next (daily) exchange and will be created in DDGC if they do not already exist, or they will be set to active if they already exist.
• If you remove a user in the management system, they will be set to inactive in DDGC. Users are never automatically deleted via the integration.
• You can then delete users in the application who are inactive in DDGC. You can, of course, delete users that you have manually added to DDGC yourself. This functionality remains unchanged.
• An employee has a date of employment and can have a resignation date in most cases. An employee is set to inactive if the resignation date is the same as or lies before the exchange date;
• An employee can have multiple consecutive contracts in most applications, together a with contract start date and contract end date. However, only the date of employment and resignation date are used in the integration with DDGC. Therefore, no contract information is used to set an employee as active/inactive;
• In many cases, the date of employment will be the same as the contract start date for an employee, but the resignation date obviously only needs to be filled in when an employee actually leaves.

Settings for user management integrations

In DDGC, it is possible to select folders for both new users created through the link, and for users inactivated by the link due to removal or retirement. These folders can be set by an administrator under:

• Settings > Integrations > People under the Mapping panel

Note that if you want managers to be able to move employees from the organisation part for new users themselves, they will have to be given the role of manager for that organisation part as well, otherwise this folder will not appear in that user’s organization tree.

The manager himself will have to keep an eye on the New Users folder for his team. We have chosen not to show all notifications from individuals on the dashboard of all managers, in order to keep each manager’s dashboard as clear as possible.

Employees who are de-activated via an integration are automatically moved from the organization section they were originally in and moved to the selected folder for ‘Resigned employees’. Note that the checkmark for ‘show inactive people’ is off by default in the Organization Tree when this page is viewed. Useful to check if you don’t see anyone listed, but are expecting to see users in this organization section.

Frequently asked questions

What happens to existing users?
Existing users within the applications will continue to exist after the integration is implemented.

How does it work with existing users in DDGC that I want to sync?
If you are already a customer of DDGC and the integration with your management system is added afterwards, and the intention is to recognize existing users in your DDGC account and connect them to users in the management system, there are a few things to consider:

You must ensure that all users in DDGC have the same email address as the business email address of these users in your management system. It may be necessary to do some “homework” before implementing the integration as an existing DDGC customer. To make this easier, we have created the ability to export a user overview from DDGC (as a .csv file), which you can then compare to an export from your management system. You can find this export option under settings as an administrator. We are happy to assist you with this process.

Can I still manually add new users in DDGC?
Yes, you can do so in the same way you are used to. Manually created users will not be linked to your management system. Therefore, only data is exchanged from your management system to DDGC, never the other way around.

Can I modify user data for synced users?
Yes, but for users managed through the integration, only the user role, organization part, language, and photo can be modified in DDGC. If Single Sign-On (SSO) is not used, users can also change their username and password themselves. Other data is retrieved through the integration, and changes are not sent back from the Digitale Gesprekscyclus to the management system.

What happens if I have two people with the same email address?
Unfortunately, it is not possible to synchronize different people with the same email address for an organization within DDGC. The integration cannot be installed because the first user exchange is based on the email address. If this is the case, our support will contact you. If you have multiple users with the same email address in your management system, please adjust this.

How does data synchronization work?
User data is read by the DDGC integration on a daily basis. The integration only reads user data from the management system and has no ability to modify data in the management system from DDGC. Therefore, it is one-way data exchange from the management system to DDGC.

Can I choose not to transfer certain users from the source system to DDGC? Yes, this is possible for certain source systems. However, the general rule is that the source system must contain the filter. For example, for AFAS Profit, this is possible by using a custom GetConnector to create filters for certain functions (such as interns or temporary employees) and certain departments. For Microsoft 365, we use Security groups within Azure AD. This way, users can be assigned to the group and filtered accordingly.