What are the benefits of the Okta HRIS integration?
Key Benefits:
Automated employee identity management: Automatically creates and maintains people profiles in Span based on your Okta user directory
Single source of truth: Keeps employee records current without manual updates
No manual data entry: New hires and profile changes in Okta automatically flow into Span
Things to know before getting started:
We strongly advise that you create Groups in Okta the directly map to who you want to see in Span.
Account provisioning and de-provisioning and Team structure management needs to be managed manually outside the Okta integration.
If you already have your people data in Span, no interruption or data clean up is expected when you set this up. Email address is used as the unique identifier so any updates from Okta will simply update the employee associated with that email address.
HRIS integrations do not delete people in Span who are not present in the HRIS sync. We only add and updated those present in the HRIS sync.
What Gets Synced:
Complete org structure: Job titles, levels, departments, and team hierarchies
Manager relationships: "Reports to" data for org chart visualization in Span
Employment lifecycle: Start dates, termination dates, employment status
Team assignments: Group/team membership for better organizational insights
Instructions
Step 1: Navigate to Settings > Integrations and click on the “Okta( HRIS)” tile.
Step 2: Connect your Okta account to Span:
Required read fields:
First name
Last name
Employee number
Display full name
Job title
Work email
Employment status
Avatar
Manager ID
Start date
Termination Date
Created at
Group names
Optional read fields:
Custom fields
Integration fields
Step 3: Enter in your Domain name and the API token
Once you refresh the page, the integration will say “awaiting configuration”:
It takes a bit of time for Span to load the “Groups” data which you will configure in the next step. Please wait 1-2 hours before moving on to the next step.
Step 4: Select the Groups you want to sync to Span and Click “finish”
Step 5: Connect with your Span team
Once you select the groups you want to send to Span, let you Span contact know so that we can verify the data. Then, Span will need to "enable write" permissions on your integration to enable syncing the data to Span. This is a quality control step to ensure that everything is working as intended.