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SSO Data Pre-Check Guide

Overview

We have provided the pre-check file to help you correct your data in preparation for the Single Sign On (SSO). To help you get started, we have created a quick guide you can use to correct and double-check your data before your scheduled migration date. 

Reading and Resolving Data using the Pre-Check File

Your pre-check file contains 3 tabs for your review:

  • General Information
  • Mismatch HR and Payroll Admin Details
  • Duplicate Emails (between active users)

General Information

This tab contains a quick overview of your Sprout HR URL and the new Payroll Domain you’ll access once your account is in SSO mode. 

  • Payroll Codes: These are the current payroll accounts or codes currently linked to your Sprout HR URL. 
    • Once your account is in SSO mode, you will be able to view the said payroll accounts in the dropdown on Payroll if you have been given access to them under the Roles section of the Current Payroll Information tab on your Employee Profile. 
    • If there are payroll accounts not appearing in the above sheet, this means that the said accounts are not yet linked to your HR account. 
  • HR Companies: These are the companies that are available on the Company page (Maintenance > Company) of your HR account. 
  • Payroll Username Mismatches: As an overview, these indicate the number of users that may need to be revised to ensure that they can successfully access HR and Payroll once on SSO mode. 
  • Duplicate Emails: These are the active users in your account who have the same emails. When on SSO mode, the system requires all users to have unique, active emails as notifications for password updates will be sent to the set emails.
  • Instruction for CSM: These indicate some notes to be done on your end to resolve the items listed in this tab. 

Mismatch HR and Payroll Admin Details

The second tab reflects the existing payroll codes, as well as the Payroll Admins, reflected in the User tab of your Payroll account. There are 4 scenarios illustrated above and don’t worry, we’ll go through them all but the general rule of the resolution is that usernames and email addresses are matched across all Payroll accounts and HR Employee Profiles. 

This is done to link the Payroll Admin account to the respective Employee Profile on HR so that once they are in SSO mode, users on HR would only need to assign a role for them to be able to access payroll successfully.

Scenario 1: There is a payroll admin username and payroll admin email set but no equivalent HR Employee Username and HR Email. 

This occurs if there is no active user on HR that exactly matches the email set on Payroll. 

  • This user may be payroll only 
    • Just let us know prior to your scheduled migration date so we may be able to include these payroll-only users in the activation.
    • Once done, they just need to access their account using the new payroll URL.
  • OR that they have a different email on HR compared to their Payroll Admin Access
    • If changes will be done to HR Employee Profile (based on Payroll): 
      • Update the email set on the Contact Information tab

  • Update the username in the Access Level tab 

  • If changes will be done on the Payroll side (based on HR):
    • Update the email and username under Users

Scenario 2: The emails are matched on HR and Payroll but the usernames aren’t.

As mentioned above, the goal is to match the HR username and Payroll Admin username so you may either update HR to match Payroll or the other way around. You may refer to the images in Scenario 1 for the resolution. 

Scenario 3: The Payroll Admin for Payroll 1 is also an admin for Payroll 2. 

The correction of data should be done across all Payroll accounts and as such, if the user is also an admin for a different payroll code, then the information should be updated as well. 

So for example:

HR username: support

HR Email: support@test.com

 

Payroll Account 1:

PR Admin username: support

PR Admin Email: support@test.com

Payroll Account 2:

PR Admin username: support

PR Admin Email: support@test.com

Duplicate Emails (between active users)

This tab shows active users with the same email address set on the Contact Information tab of their Employee Profile. 

 

You may access the Employee Profiles by searching the Employee ID in the search bar and then updating the information so that the email address will be unique.

Note: 

  • It’s okay if you wish to reuse an email address from an inactive (resigned, terminated, end of contract, awol, etc) user but make sure that the Employee you’ll be assigning this to will have access to that email address. Otherwise, they won’t be able to update their passwords, and eventually, be unable to access Sprout HR. 
  • If the Employee has no company-issued email address at the moment, we recommend assigning them an email address they can access later on for the same reason as above. Don’t worry, once their email addresses are updated on HR and they are in SSO mode, a new email notification for password update will be routed to the new email set.

Verifying Data Updates

Once you have resolved data mismatches and duplicates, you can double-check data on Sprout HR! 

To check for duplicate emails, you can do this by generating the Bulk Upload Edit Employee template. From there, you can highlight duplicate values on the generated Excel file.

To check for the matching of HR and Payroll Admin details, this can be done by comparing the information on the Employee Profile and the Users tab on the Payroll side. You may refer to the images in Scenario 1. 

Alternatively, you may utilize the bulk upload template again to filter out the admins and compare the data in the template with the information on Payroll (Users tab).

What happens now?

Assuming that all information (duplicate emails and mismatch of usernames/emails for Payroll Admin users) has been corrected, the following are to be expected once your account is on SSO mode:

Users who were migrated to SSO mode will receive an email notification from Sprout to update their account. Before SSO activation, we recommend whitelisting the following domains to ensure the email notifications from Sprout will be received by the users:

  • sendgrid.me
  • sendgrid.net
  • sprout.ph
  • info@payrollpie.com
  • mailgun.sprout.ph

As for Payroll Admin users with HR accounts, we advise adding the role on HR first before they access the new Payroll URL.

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