How HR integrations work
MuchSkills connects to any HR or identity system so people, managers and departments stay up to date without manual work. This page explains the three ways to connect, the data involved and how a connection goes live. Every system then has its own page with the exact steps.
- Who
- A MuchSkills Owner or Admin, with your HR or IT administrator
- Ways to connect
- Self-serve connector, custom set-up or SCIM
- Sync
- Every 5 hours, or on demand with Sync Now
- Access
- Read-only
How to
How it works
Your HR system stays the source of truth. MuchSkills reads from it on a schedule, so new starters, leavers, manager changes and department changes arrive on their own. Nothing is written back.
There are three ways to connect. Pick the one that matches your system.
| Way | When | Who sets it up | Pages |
|---|---|---|---|
| Self-serve connector | Your system has a form in Team/Org › Settings › Integrations | Your Owner or Admin, with your system's administrator | Personio, BambooHR, HiBob, Microsoft Entra ID, Okta |
| Custom set-up | Any other HR system, including the largest HCM suites | Your system's administrator, with our CTO | Workday, SAP SuccessFactors, Oracle HCM Cloud, UKG Pro, Dayforce, ADP Workforce Now and every other system in this section |
| SCIM provisioning | Your identity provider pushes users to apps | Your identity administrator | SCIM provisioning: how it works, Microsoft Entra ID, Okta |
Every HR system with its own page
Each page has the exact steps for that system. Your system not here? It can still be connected as a custom set-up: request an integration.
Self-serve: BambooHR, HiBob, Microsoft Entra ID: sync users, Okta: sync users, Personio.
Custom set-up: ADP Workforce Now, BrightHR, CatalystOne, Cegid HR, Cezanne HR, Darwinbox, Dayforce, Deel, Deltek, Employment Hero, Epicor HCM, Factorial, Flex HRM, Heroma, Hogia HR, HR WORKS, HROne, Infor HR Talent (Infor HCM), Namely, Oracle HCM Cloud, Oracle PeopleSoft HCM, OrangeHRM, Papaya Global, Paychex Flex, Paycom, Paycor, Paylocity, Primula, Ramco HCM and Global Payroll, Rippling, Sage People, SAP ERP HCM, SAP SuccessFactors, Simployer, Sympa, UKG Pro, UKG Ready, Unit4 People Experience Suite, Visma Personec P (Publitech Lön & HR), Workday, Zoho People.
Before you start
- Decide who should be in MuchSkills. Everyone, or a selection by country, legal entity, department or worker type.
- Decide what to start with. We recommend a first sync of a few people or one department.
- Check email addresses. The email in your HR system should be the address each person uses to sign in to MuchSkills.
- Tell people first. Starting a sync invites everyone in scope to create their MuchSkills profile.
Steps
Self-serve connector
- Open Team/Org › Settings › Integrations and click Connect on your system.
- Follow your system's page to create read-only credentials in your system and paste them in.
- Choose who to sync, where your connector offers it, and click Start Sync.
Custom set-up
- Your team prepares read-only access to your system (an API, a published report or another secure service), the list of fields in your system, and your scope. Your system's page lists exactly what to create.
- You send us the details through a secure channel we agree. Never by plain email.
- A joint technical session between your system administrator and our CTO maps the fields and tests the connection. It is part of your MuchSkills implementation.
- We run a first sync for a few people or one department, and you check names, managers, departments and tags.
- The sync is switched on for everyone in scope and runs every 5 hours from then on.
Check it worked
- Team/Org › Members lists the people in scope.
- The people in scope have an invitation to create their MuchSkills profile.
- Managers see their direct reports in My Circle.
Benefits
What you get
- No manual upkeep. Joiners, leavers and manager changes reach MuchSkills on their own.
- A skills layer on your HR system. Skills, certifications and project history sit next to the people records you already trust.
- Clean data for planning. Reporting lines, departments and tags arrive ready for filtering, gap analysis and Team Builder.
Important to know
Important to know
What syncs. Only name and email are required. Sync as many of the other fields as you can.
| Field | Needed | Used for |
|---|---|---|
| First and last name | Required | Profiles, search, every view |
| Required | Matching and sign-in. Must be the address people sign in with | |
| Job title | Recommended | Profiles, roles, Discover |
| Manager | Recommended | Reporting lines, My Circle, reports. Send the manager's email address |
| Department | Recommended | Departments and filters |
| Employee status | Recommended | Deactivating leavers |
| Location or country | Recommended | Filters and scoping |
| Profile photo | Recommended | Profiles and the org chart |
| Worker type | Recommended | Filtering, for example employee or contractor |
| Absence | Recommended | Availability in Team Builder and My Circle. Dates and percentages only, never reasons |
| Other fields | Optional | Any field can become a filterable tag, for example legal entity, team or cost centre. Agree them with us first |
Data MuchSkills does not accept. These are blocked when data arrives and never stored, even if your system sends them: age or date of birth, salary or other compensation data, performance ratings, and political, religious or health data.
Who is included. Filtering in your own system is the preferred way, so nothing outside your scope leaves it. The fallback is a country filter in MuchSkills; records outside it are ignored and not stored. Your security or compliance team decides which fits your rules.
Leavers are deactivated, not deleted. Their project history and certificates stay on record.
Profile photos are saved when an account is created. Automatic syncs do not update them; Sync Now does.
Where your data lives. In the EU, on Amazon Web Services in Stockholm. Credentials for a custom set-up are shared through a secure channel we agree.
Our IP addresses. MuchSkills always connects from the same two addresses: 13.51.77.53 and 16.170.107.61. If your system or network limits access by IP address, add both to the allow list.
Starting with a file. For a pilot, you can import people from a file while the integration is prepared (file import is available on request). They keep their MuchSkills data when you switch to the integration.
Common errors
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| Some people are missing | They are outside your scope, or outside what the integration user can read | Check the scope and the integration user's permissions in your system |
| Managers are missing or wrong | The manager field holds a name or an employee ID | Send the manager's email address |
| A person appears twice | Their HR email differs from the address they signed up with | Align the email in your HR system, then contact support |
| Photos have not changed | Automatic syncs do not update photos | Click Sync Now |
| The sync stopped | The credentials expired or the integration user was disabled | Renew them in your system and update them in MuchSkills, or send them to us for a custom set-up |
Frequently asked questions
Our HR system is not listed in MuchSkills. Can we still connect it?
Yes. MuchSkills connects to any HR or identity system that offers an API, a report or another secure way to read employee records. Systems without a form in Settings › Integrations are connected as a custom set-up, which is part of your implementation.
Which fields are required?
Only name and email. Every other field is recommended, because each one makes MuchSkills more useful: job title, manager, department, employee status, location, photo, worker type and absence.
Do you write anything back to our HR system?
No. Every connection is read-only. MuchSkills reads the people in scope and never changes anything in your system.
How often does MuchSkills sync?
Every 5 hours. An Owner or Admin can also run a sync at any time with Sync Now.
What happens to people who leave?
They are deactivated at the next sync, never deleted. They leave everyday views, and their project history and certificates stay on record for compliance.
Can we test before syncing everyone?
Yes. The first sync can be limited to a few people or one department. Check the result, then widen the scope. There are no separate test tenants.
Where is our data stored?
In the EU, on Amazon Web Services in Stockholm. Our sub-processors and security details are in the Trust Center at trust.muchskills.com.
Can we connect an HR system and use single sign-on at the same time?
Yes, and most organisations do. The HR connection brings people into MuchSkills; single sign-on lets them log in with their company account. They are set up separately.