Overview
Integrating Gem ATS with your Human Resource Information Systems (HRIS) allows you to push hired candidate data from Gem into your HRIS to help with onboarding processes. This article covers which HRISes are supported, how to connect Gem to your HRIS using our self-serve HRIS integration, and how to use the HRIS integration once it’s set up.
Requirements
- Your team must use Gem ATS.
- Your team must use one of the supported HRIS tools listed in the Supported HRISes section below.
- You must be an admin in Gem to connect an HRIS tool.
- You must be an administrator of your HRIS.
Supported HRISes
Gem currently supports integrations with the following HRISes, either directly (e.g. for Rippling or Workday) or through our self-serve integration (which provides a single workflow using Kombo).
- ADP Workforce Now
- Alexis HR
- Bamboo HR
- Dayforce
- Deel
- Gusto
- HiBob
- HR Works
- Humaans
- Insperity
- Lattice
- Leapsome
- Microsoft Entra ID
- Oracle HCM
- Paychex
- Paycom
- Paycor
- Paylocity
- Personio
- Planday
- Remote
- Rippling (available using a dedicated integration, as per Gem integrations: Rippling (HRIS))
- SAP SuccessFactors
- SD Worx
- Simployer
- Sympa
- Trinet
- UKG Pro
- Workday (available using a dedicated integration, as per Gem integrations: Workday)
- Zoho People
Set up a self-serve HRIS integration
Follow the steps below to connect to one of the supported self-serve HRISes:
Note that this article focuses on HRISes that can be connected using Gem’s self-serve HRIS integration. Refer to Gem integrations: Rippling (HRIS) and Gem integrations: Workday for details of how to integrate with different HRISes not available using the self-serve integration.
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Integrations tab.
- Navigate to the HRIS integration section.
- Select Connect HRIS to expand the section.
- Choose your HRIS from the Select your HRIS dropdown.
- Select the Connect HRIS button.
- This opens a pop-up which takes you through the process of connecting your HRIS. The exact process will differ depending on which HRIS you select. Follow the steps in this pop-up to complete the connection process.
- Once you complete the connection process, the previous Connect HRIS section is replaced by a new HRIS ⇄ Gem field mapping section.
Map fields
Once your HRIS tool is connected, the next step is to start mapping fields between your HRIS and Gem. These are the fields that you want to include on the hiring form and automatically sync from Gem to your HRIS when you hire a candidate. By default, your integration starts with no mapped fields.
Until you have at least one mapped field, when you mark a candidate as hired Gem can’t upload any data to your HRIS.
Follow these steps to start mapping fields.
- From the HRIS ⇄ Gem field mapping section, select the ⟳ Refresh HRIS fields button.
- Select the Customize field selection button to open the Select HRIS integration fields pop-up, from where you can enable the fields you want to map.
Fields which are required by your HRIS tool appear on this pop-up with the Include toggle and the Required check box greyed-out, and can’t be deselected.
- Set the Include toggle to ON for any field that you want to map.
- Tick the Required check box for any field that you want to be required on the hiring form.
- Select the Close button once you’ve selected all of the relevant fields. All of the selected fields now display in the HRIS ⇄ Gem field mapping section.
- For each field you selected, you can configure the following options:
Option | Description |
Field type | Choose one of these options:
Mapped: Use a Gem field to populate the HRIS field. With this selected the ‘Gem field or value’ field becomes a dropdown that you can select from.
Fixed value: Set a specific value (inputted in the `Gem field or value` field) to always be used. This is normally recommended when a field is required by your HRIS but Gem doesn’t store suitable data.
Unmapped: The Gem user that hires the candidate can choose to either fill out the details manually or leave them blank. |
Gem field or value | Enter what you want to input into your HRIS, or whatever value your HRIS requires for this field. This field is unavailable if the field type is set to Unmapped. |
Editable | Select this if you want users to be able to edit the field on the Update candidate to HRIS form. |
Hidden | Select this if you want the field to be hidden on the Update candidate to HRIS form, but still included in the candidate data sent to your HRIS. This is only available for fields set to Fixed value, and with the Gem field or value field populated. |
With all of the fields configured, you’re now fully set up and can start using the HRIS integration.
Use a self-serve HRIS integration
There are two ways of pushing hired candidate information into your HRIS:
- After marking a candidate as hired
- For historical candidates
Note that there is no ongoing sync between a Gem candidate and an HRIS employee, so any changes made to a candidate in Gem will not be reflected in your HRIS. To update an HRIS profile, either make the changes directly in the HRIS or delete the HRIS employee and re-upload them from Gem.
Mark a candidate as hired
With an HRIS integration enabled, you can automatically push hired candidates into your HRIS when you mark a candidate as hired in Gem.
Follow these steps:
- Mark a candidate as hired. This opens the Upload Candidate to HRIS pop-up.
- The pop-up displays all of your mapped fields, with data automatically populated where possible. Fields marked with an asterisk are required.
- Amend any of the details if you need to, then select the Upload to HRIS button to send the data to your HRIS.
Most HRISes also support uploading offer letters as a secondary step. If you don’t want to upload an offer letter, select the Skip button to complete the upload process.
- On the Upload signed offer letter to HRIS profile pop-up, select the relevant folder from the Select a folder dropdown
- Select the Upload button to send the offer letter to your HRIS.
- With everything uploaded to your HRIS, you can choose whether to keep the job open or not.
Upload a historical candidate
You can also upload historical candidates using the same form. Follow these steps to upload a historical candidate:
- Select a candidate, and navigate to the Application tab of their profile.
- Select the Actions menu in the top-right corner.
- Select the Upload to HRIS option from the dropdown.
- Follow the process in the Mark a candidate as hired section, from step 3 onwards.
Remove an HRIS integration
Follow these steps if you want to remove your HRIS integration:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Integrations tab.
- Navigate to the HRIS integration section.
- Select HRIS ⇄ Gem field mapping to expand the section.
- Select the Delete HR integration button.
- If you definitely want to delete the integration, select the Delete button on the following Delete integration pop-up.
Deleting an HRIS integration removes all field mappings, and can’t be undone.
FAQs
Which fields can I sync?
Each HRIS has its own rules for which fields are supported and/or required. When you open the Select HRIS integration fields pop-up during the integration setup process, you can see all of the available fields for your HRIS.
What happens if a Gem candidate is modified after uploading?
Gem does not store a link or perform an ongoing sync between candidates in Gem and employees in HRIS tools. If you make any subsequent updates to candidates in Gem, you will need to manually apply these in the HRIS (the alternative is to delete the HRIS employee and re-upload them from Gem).
This also applies to offer letter uploads, which must be done at the same time as the employee upload (i.e. you can’t upload an offer letter to a pre-existing hire).
I added a new field in Gem and want to send it to the HRIS. How do I do that?
You can map additional fields any time by retracing the steps from step 2 onwards in the Map fields section above.
When you select the Customize field selection button to open the Select HRIS integration fields pop-up, choose the new field to add it to the list of fields in the HRIS ⇄ Gem field mapping section. Make sure you configure the field options, then you can start using the new field when you mark candidates as hired.
Can I remove a field?
Yes, you can edit your field selection in the HRIS ⇄ Gem field mapping section. Select the Customize field selection button to open the Select HRIS integration fields pop-up, from where you can de-select any of the existing fields.
Additional resources
To learn more about Gem’s HRIS integrations, check out the following resources.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.
- Overview
- Requirements
- Supported HRISes
- Set up a self-serve HRIS integration
- Map fields
- Use a self-serve HRIS integration
- Mark a candidate as hired
- Upload a historical candidate
- Remove an HRIS integration
- FAQs
- Which fields can I sync?
- What happens if a Gem candidate is modified after uploading?
- I added a new field in Gem and want to send it to the HRIS. How do I do that?
- Can I remove a field?
- Additional resources