GuidesChoose where people data lives (HR Settings)
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Choose where people data lives (HR Settings)

Tell Zonitix whether HR edits people's job details here or in a separate HR system, choose which fields that system owns, and decide how long a former employee's HR record is kept.

For: HRPlan: All plans; the Time off and Goals sections of the page need Team or Advanced

Before you start

  • A role that lets you manage employee records. That shows HR & TalentHR Settings in your menu and lets you save. In the built-in set, administrators have that permission, and so do members of the “HR Managers” group.
  • Only if another HR system should own the data: that system connected as a hook first. BambooHR is the HR system Zonitix can read from. See Connect an app.

Say who owns people data

  1. Step 1: Open HR Settings

    Go to HR & TalentHR Settings. The first card asks “Where does people data live?” and offers two choices.

  2. Step 2: Pick one

    “ZONITIX owns people data”: HR works here, and employee files are edited in Zonitix. This is the setting to keep if you have no other HR system.

    “An external HRIS owns people data”: your HR system stays the record. Zonitix reads it and uses it to drive accounts, devices and access. The fields it owns become read-only in Zonitix. (HRIS is short for HR information system.)

  3. Step 3: Choose the connected system

    If you picked the external choice, select the system under “Connected HRIS”.

Decide field by field

  1. Step 4: Set Owned by for each field

    A card titled “By field” appears, with one row for each of: Job title, Department, Manager, Level, Employment type, Work location, Start date, and Last day (starts offboarding).

    In “Owned by”, choose your HR system or “ZONITIX”. The third column says what your choice means. A field your HR system owns is read-only here, is overwritten at each sync, and each change is added to the person’s job history. A field Zonitix owns is edited by HR here and the sync leaves it alone.

  2. Step 5: Think about Last day

    If your HR system owns “Last day (starts offboarding)”, ending someone’s employment there schedules their last day in Zonitix, and offboarding starts on that date. If Zonitix owns it, offboarding is started by hand.

  3. Step 6: Save

    Click “Save data source” at the top of the page. When you are switching owner or system, Zonitix asks you to confirm: “Hand over” to give the fields to your HR system, or “Take back” to return them to Zonitix. Taking back makes every field editable here again and removes nothing that was already synced.

Work email and login are always owned by IT, whatever you choose. An empty value in your HR system never clears a value in Zonitix. People are matched between the two by work email.

Former employees

  1. Step 7: Choose how long to keep their HR record

    The card “People who have left” shows “Kept” until you change it. Under “Keep for”, choose “Keep (do not remove)” or one of 12, 24, 36, 60 or 84 months, and click “Save”.

    With a period set, a daily run permanently removes the HR record of everyone who left longer ago than that: personal details, pay history, emergency contacts, time off, documents, reviews, goals, training records and survey invitations. Their job history and the fact that they left are kept, and their account is not touched. Only people with a recorded last day and an offboarded account are affected.

    This cannot be undone, so Zonitix asks you to confirm with “Remove after this period”. Check the minimum your own law requires before you choose; Zonitix does not know it.

The other sections on this page

  1. Step 8: Time off and Goals

    Under “Time off” you add the types of leave and the working calendars: see Set up time off. Under “Goals” you keep the example goals people can start from: see Set goals. Each of these sections has its own save buttons.

What you should see

A green message: “Data source settings saved. The change is in the audit log. Other sections on this page have their own Save.”

Once an HR system owns the data, a “Last sync” card appears. After a sync it shows the time and a line such as “42 people matched, 1 not found here”, with counts of job changes, start dates and last days scheduled (your numbers will differ).

On an employee file, the fields your HR system owns can no longer be edited.

If something goes wrong

"No HRIS is connected yet. Add BambooHR under Identity Hooks, then come back and choose it here."
Connect BambooHR under Access Governance, Identity Hooks, then return to HR Settings and pick it under Connected HRIS.
"The HRIS connector this was pointing at no longer exists. Choose another, or switch back to ZONITIX."
The hook was deleted. Connect it again and choose it here, or select ZONITIX owns people data and save.
Last sync shows "Not applied"
The connector that ran is not the one chosen on this page, so nothing was changed. Check Connected HRIS points at the right hook.
"No sync has run since this was switched on."
It runs with the connector’s next sync. To run it now, open Identity Hooks and sync the HR system’s hook.
A warning that several terminations arrived in one sync and none were scheduled
More leavers arrived at once than Zonitix accepts without a person checking, so it scheduled none. Check the export in your HR system. If they are real, schedule each last day from Administration, Users.
Someone is "marked active in the HRIS but with a last day in the past"
The two facts disagree, so nothing was scheduled for them. Correct the record in your HR system.
The page shows only Time off, or says the other HR settings need the right to view employee records
Your role can manage leave but not employee records. Ask an administrator for a role that includes employee records if you need the rest.

Still stuck? See When something goes wrong, or Contact Zonitix support.

Where next

Previous
Record that someone is leaving
Next
Set up time off