Connect your HR system to synchronise employee data and keep your employee directory up to date automatically. Your HR system becomes the single source of truth for employee information, reducing manual data management.

Benefits of connecting an HR system

Synchronising with your HR system automates time-consuming daily tasks like managing arrivals and departures, organising teams, and tracking equipment assignments. 

With an HR system connected, you can:

• Create and update employee profiles automatically
• Trigger onboarding and offboarding flows based on contract dates
• Keep team, role, and assignment data consistent
• Reduce manual updates and data inconsistencies

You can connect one or several HR system sources to the same account. This is useful if your organisation uses different HR tools by country or legal entity.

Connect your HR system

1. Go to Settings > Employee Sync
2. Select your HR System provider
3. Follow the authentication steps
4. Launch the first synchronisation

Once connected, employees are synced with their associated metadata (contact details, contract dates, teams, roles).
You can connect multiple HR sources, and manage them independently.

Account for HR system-specific requirements

Some HR system providers require additional configuration.

Lucca

To ensure that upcoming onboardings and offboardings are synchronised, enable specific permissions in Lucca:

1. Log in to your Lucca administrator account
2. Go to Settings > API Keys
3. Edit the permissions associated with the API key

   

4. Enable the required permissions

• View future employees
• View departed employees

  

  
  Without these permissions, Factorial IT will not receive onboarding and offboarding data from Lucca.

Manage HR system synchronisation

This synchronisation applies to:

• Newly created employees
• Updates made to existing employee records
• Upcoming onboardings and offboardings, if supported by the HR system

No manual action is required after the initial setup

Apply synchronisation filters

You can restrict which employees are synchronised from your HR system.
Filters can be applied to include only specific populations, such as:

• Selected legal entities
• Specific contract or employment types
• Selected teams 

These filters help ensure that only relevant employees are managed.

Define how fields are synchronised

For each field synchronised from the HR system, you can define how updates are handled.
Two synchronisation modes are available:

• Import once: the field is imported during the first synchronisation only and can be managed directly
• Continuous synchronisation: the field is automatically updated whenever it is modified in the HR system, and cannot be updated manually.
   

Typical examples:

• Contract start and end dates are usually kept in continuous synchronisation
• Job titles or internal roles can be imported once and maintained manually

Handle external employees

Some HR systems include individuals who are not part of your operational workforce, such as consultants, external accountants, or HR administrators.
 

To hide these profiles from your employee list:

1. Open the employee profile
2. Select Hide

Understand which data is retrieved

Before connecting an HR system, the list of data accessed via Kombo is displayed. You can review this information before authorising the connection.
Typical data retrieved includes:

Complete list of data retrieved from the HR system

• Legal Entities
  • Name
  • Address
• Work Locations
  • Name
  • Address
• Employees
  • Employee number
  • First name
  • Last name
  • Job title
  • Work email
  • Personal email (optional)
  • Mobile phone number (optional)
  • Employment status
  • Work location ID
  • Legal entity ID
  • Manager ID
  • Home address (optional)
  • Start date
• Employments
  • Employee ID
  • Employment type
  • Effective date
• Groups
  • Name
  • Type

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GDPR policy and data processing

For details regarding Kombo’s GDPR compliance and data processing practices, refer to Kombo’s Trust Center.

Troubleshoot missing employees

Troubleshoot missing onboardings and offboardings from Lucca

If onboardings or offboardings do not appear when using Lucca, the Lucca–Kombo configuration is probably incomplete.
In this case, verify that the Kombo synchronisation documentation has been correctly applied and that the required permissions are enabled in Lucca.

Refer to Account for HR system-specific requirements > Lucca to confirm that:

• Future employees can be retrieved
• Departed employees can be retrieved

Without these permissions, onboarding and offboarding events will not be synchronised from Lucca.

Investigate a missing onboarding employee

If an employee who should be onboarded does not appear, follow these steps.

1. Verify the employee’s presence in the HR system
   • Check that the employee exists in your HR system
   • Confirm that a start date is correctly set
2. Check existing employee lists
   • The employee may already exist. Verify that they are not present in:
     • Active employees (including hidden employees)
     • Onboardings (make sure to remove all filters)
3. Review data retrieved by Kombo: If the employee is not visible, you can check whether their data has been retrieved by Kombo:
   • Go to Settings > Employee Sync
   • Click on the HR system where the employee was added
   • Select Update settings
   • Open Employee filtering
   • Click Preview

This preview displays the employee data retrieved by Kombo and whether the employee is included in the synchronisation.

Possible outcomes of Kombo data

• Included: the employee is included in the synchronisation and should exist. Search again using the employee’s last name in:
  • Active employees
  • Onboardings
  • Offboardings
• Excluded: Kombo indicates why the employee is excluded (most often due to synchronisation filters or excluded categories). Update the filters to include the employee.

Investigate a missing offboarding employee

If an employee does not appear in the Offboardings view, the offboarding date is likely not synchronised correctly. In most cases, this is caused by an incorrect field configuration in your HR system synchronisation settings.

Verify field synchronisation settings:

• Go to Settings > Employee Sync
• Review how the offboarding or contract end date field is synchronised
• Ensure the field is set to Continuous synchronisation

If the field is set to Import once, updates made in the HR system will not be reflected.