Available for: Admins
You can save time and effort by configuring your HR Information System (HRIS) to automatically extract and send your employee demographic data to Supermood via Secure File Transfer Protocol (SFTP).
Files sent directly from your HRIS to Supermood via SFTP will be processed by the platform, allowing you to update your employee data automatically.
For this to be possible, your HRIS must support automatic file transfers via an SFTP client and be able to automatically generate exports in CSV format. The vast majority of HRIS systems support this feature, but you can make sure of it by contacting your HRIS account manager.
Below are general instructions on how to proceed with the integration.
|ℹ️ SFTP integration is not compatible with partial imports (a targeted population). Note that setting it up will likely require the help of your IT team. On Supermood's side, you will need to contact your Account Manager to have them activate the option for you and open a test account.|
Step 1: Matching fields
Before you can transfer from your HRIS to Supermood, you need to make sure that the two speak the same language.
To do this, match the fields' names in your HRIS to those in Supermood, or vice versa. For example, if in your HRIS the gender of your employees is registered under "Sex", replace the title with "Gender" as shown on the platform.
At a minimum, for each employee you must include the contact information: last name, first name, email address or personnel number, language, active employee. But you can also include any other field needed to properly analyze your data (the fields will be used as filters).
|ℹ️ The contact information fields cannot be renamed in the platform. You will have to rename the fields in your HRIS or at least in the data export.|
Remember to check out our article on setting up analysis filters.
Step 2: Create an automatic export from your HRIS
Regardless of the platform you use, you will need to create an export from your HRIS in CSV format, containing all of the employees and demographic data you wish to import into Supermood.
For the automated update to work, the CSV file will need to:
- be generated automatically from your HRIS
- have its first line composed of the fields' titles
- have commas
,as separators and double quotes
"to surround the character strings
- contain all your employees
⚠️ Contrary to the use of manual import, if an employee is absent from the file you do not have the possibility to choose between deleting them or changing their status to inactive: they are directly deleted from the platform.
💡 Pro tip: we strongly advise you to integrate the file creation date in the export titles to easily find them in case of need or error.
Step 3: Create an SSH key pair
SSH keys are unique encryption keys that you generate and store on your computer. They guarantee the security of your SFTP connection.
The pair consists of a private key that should only be known and used by you, and a public key that can be securely shared outside your organization. The integration uses the combination of the two keys to verify the security of the connection.
Instructions for creating an SSH key pair can be found here.
|ℹ️ Our SFTP only supports openSSH key pairs, not SSH2. If your HRIS generates keys only in SSH2 format, be sure to convert them to openSSH.|
Step 4: Connect your HRIS with the platform
On the Supermood platform
Go to My Account > Settings > Integrations and paste your public SSH key into the dedicated field.
|⚠️ Warning: do not save right away! You will be able to click on the "Save" button once all the information is filled in your HRIS as well.|
In your HRIS
1 - To establish the connection with Supermood, enter the following information in the SFTP configuration page of your HRIS:
- Protocol: SFTP
- Connection type: Key File
- Host/Hostname: available in My Account > Settings > Integrations
- Username: available in My Account > Settings > Integrations
- Port: available in My Account > Settings > Integrations
|ℹ️ The hostname and username are case sensitive (lowercase/uppercase). Be sure to copy them directly from the configuration form found in the platform.|
2 - Configure the sending of automatically generated CSV files. You can define the frequency of your choice. We recommend a daily frequency in order to have the most updated information on the platform.
Return to the platform, check that all information is correct, and click on "Save". The connection is established. 🎉
Having trouble starting up? Some quick checks
If you are having problems with your SFTP connection, we suggest that you test it by first performing a manual import of your data. This will ensure that your data is valid and allow you to focus on the SFTP connection.
Here are the steps to follow:
Export your employee data from your HRIS in Excel format.
- Manually import your data into the platform.
Make sure there are no errors in your data file.
Test your SFTP connection by transferring the same data via SFTP.
If the transfer fails, you know that the problem is with your SFTP connection and not with your data file.
If you have any problems, please let us know at email@example.com - we'll be happy to help! 🤝