How do we add users to the User Directory using an integration?

Before you can assign compliance activities to your users, they must first be in your User Directory. On a paid subscription, rather than add each user one-by-one you can connect your Human Resource Information System or Applicant Tracking System to Kinatico Compliance and automatically populate your User Directory.

💡 Pro Tip: Users receive no email communication from Kinatico Compliance until they are assigned their first activity.


What You'll Need:

  • Administrator access to your Human Resource Information System (HRIS) or Applicant Tracking System (ATS)
  • An administrator account in your Kinatico Compliance workspace

Time Required: 15-20 minutes

Before you start

💡 Pro Tip: Clean your HRIS data before integration to ensure accurate synchronisation and prevent compliance gaps from outdated information.


Data Fields to Consider:

  • Employee names and email (the user will use this email to log into the Kinatico app.)
  • Department and role information
  • Employment status and start dates
  • Manager relationships and reporting structure

Instructions


Step 1: Access Integration Settings within Kinatico Compliance

  • Go to Settings → Integrations in your admin portal
  • Locate the HRIS Integration section
  • Click Get Started to begin the connection process
  • Select Connect Now to proceed

Step 2: Select Your HRIS or ATS Platform

  • Click on your HRIS or ATS provider's icon from the displayed options
  • Alternatively, type your HRIS or ATS name in the search bar for quick location
  • Confirm your selection to proceed

Step 3: Choose Authentication Method

There are two authentication methods you can use, Credential-Based or the API Key Method. Select your preferred authentication approach based on your organisation's security requirements.


Option A: Credential-Based (Recommended)

  1. Initiate Credential Authentication
    • Click Use my credentials (recommended)
    • Select I am an admin to confirm your administrative status
    • Review the read access permissions and Merge's End User Terms
    • Click Next to proceed once satisfied
  1. Configure HRIS or ATS Connection
    • Enter your HRIS or ATS subdomain (typically your company name)
    • Click Open Window to initiate the connection process
    • Wait for the connection establishment (usually takes 5-10 seconds)
    • Confirm success when the Success screen appears
    • Click Next to continue
  1. Review Accessible Data
    • Review the accessible data fields listed
    • Use dropdown menus to expand and examine detailed field lists
    • Click View accessible data for comprehensive review (optional)
    • Select Next when ready to proceed, or Finish if no review needed

Option B: API Key Method

This method requires technical configuration but offers enhanced security control.

  1. Initiate API Authentication
    • Click Use my API key or access token
    • Select I am an admin to confirm administrative privileges
    • Review read access permissions and End User Terms
    • Click Next after acceptance
  1. Generate and Enter API Key
    • Enter your HRIS subdomain (your company identifier)
    • Follow the prompted instructions to generate your API key within your HRIS
    • Copy the generated API key from your HRIS system
    • Paste the API key into the designated field
    • Click Next to establish connection

Step 4: Review Data Mapping

Ensure accurate data transfer between your HRIS or ATS and Kinatico systems.

  • Examine the internal and external field mapping display
  • Critical: Verify the email field mapping - this becomes the primary email for user invitations
  • Confirm all essential employee data fields are correctly mapped
  • Click Save Mapping once satisfied with the configuration

Step 5: Finalise Mapping Configuration

  • Review your field mapping selections one final time
  • Click Confirm and Save to lock in your configuration
  • Proceed to synchronisation initiation

💡 Pro Tip: The email field mapping is crucial - users receive their Kinatico app invitations via this email address, so accuracy is essential for swift onboarding.


Step 6: Start Your First Sync

  • Click Start Sync to begin data synchronisation
  • Monitor progress via the Merging Data progress bar
  • Continue with other tasks - you can safely navigate away during synchronisation
  • Return to check completion status periodically

Step 7: Verify Synchronisation Success

  • Wait for synchronisation to reach 100% completion
  • Click Done when the process finishes
  • Navigate to User Directory in your admin portal
  • Verify users appear in both Org Chart and List views
  • Spot-check several user profiles for data accuracy

Common Questions

Q: How long does the initial synchronisation typically take? A: Synchronisation time depends on your organisation size. For 100-200 employees, expect 5-10 minutes. Larger organisations may require longer for complete data transfer.

Q: What happens if my HRIS or ATS data changes after integration? A: Kinatico maintains ongoing synchronisation with your HRIS or ATS. Changes in employee status, contact details, or organisational structure will automatically update in your compliance system during scheduled sync cycles.

Q: Can I modify the field mapping after initial setup? A: Yes, field mapping can be adjusted through the Integration Settings. However, changes may require a full re-synchronisation to ensure data consistency across both systems.

Troubleshooting

Issue: HRIS or ATS connection fails during authentication

Solution:

  • Verify your HRIS or ATS subdomain is entered correctly (no spaces or special characters)
  • Confirm your HRIS administrator credentials are current and active
  • Check with IT support that your HRIS allows third-party integrations
  • Ensure your network firewall permits the connection

Prevention: Test your HRIS or ATS login credentials in your HRIS or ATS system before beginning integration setup.


Issue: Users not appearing in User Directory after synchronisation

Solution:

  • Refresh your browser and navigate back to User Directory
  • Check that synchronisation reached 100% completion
  • Review field mapping to ensure critical data fields are correctly assigned

When to escalate: If users remain missing after verification steps, contact technical support with your synchronisation completion time and affected user count.


Issue: Incorrect user data appearing in Kinatico

Solution:

  • Review field mapping configuration in Integration Settings
  • Verify source data accuracy in your HRIS system
  • Re-run synchronisation after correcting mapping or source data
  • Check for duplicate employee records in your HRIS or ATS

Prevention: Conduct a data audit in your HRIS before integration to identify and resolve inconsistencies.

What's Next?

Need Additional Help?

Still have questions? Our team has over 17 years of experience in people screening and verification. Contact us by selecting Support from the main navigation, then Email to send us a message. Alternatively, email our support team at cxsupport@kinatico.com

Last updated: June 2025 | Reviewed by: Technical Integration Team

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