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Over the past several years the management of employees in companies has changed dramatically. Employees are in offices, homes, and different time zones. They are more likely to come and then go or switch roles more frequently than ever before. HR and IT teams are now in charge of managing hundreds of digital identities and user accounts that allow a business to function operationally on a day-to-day basis.
Most companies have two primary systems that manage all of this an HR platform and HR systems that manage the employee record and an identity platform that manages who gets access to what. The issue? These systems often maintain this functionality in separate systems.
HR updates the employee record in one system and IT manually creates or removes access in another system without the employee information being synced to manage that access. Each time a person is hired, switches roles, or leaves the organization HR and IT go through the repeating motions to resolve employee records in separate systems it is easy to see how this can create friction in the business, introduce errors in process, or lead to errors in managing security in terms of who has access and ultimately who leaves with that access.
This is where we come to the Okta HRIS integration, which allows you to directly connect your HR system with Okta so that HR and IT can come together seamlessly and automatically without any further effort from either function.
When HR and IT departments operate independently, minor errors can have major consequences. Let’s consider some of the effects at the practical level of business.
For example, consider if a new hire is brought onto your team but spends their entire first day waiting due to their email not being set up or their credentials not being provided in advance. If everything is done manually, IT needs to fully enable each user account. All of this could easily take an entire day and would not be a great engagement strategy for the first day of a new hire.
Occasionally, an employee is even granted too much access or does not have their access terminated after they depart or have changed jobs. These oversights can lead to significant security exposure.
IT team members often spend several hours each week updating individual user accounts, resetting passwords and disabling access to accounts for departed employees. As a company gets larger, employees will simply be stuck with a mountain of work, and naturally, too many other things not done that are considered strategic work.
When HR and IT manage different employee databases, it’s pretty much guaranteed that whatever data there is will be misaligned in time. HR is often aware of role changes, departmental changes or even permissions.
In regulated settings, organizations need to produce clear evidence of who had access to what and, when. If records are separated, distributed, or are updated manually, this becomes a burdensome exercise when trying to accommodate any audits or compliance activities.
In simplest terms, Okta HRIS integration allows you to connect the source of truth when it comes to your HR System with whatever system manages user access. It takes something that typically is a manual, human-error prone process, and automates the flow of information.
In simple terms, this integration keeps HR data and user access perfectly in sync. This minimizes manual work, keeps employees productive and improves security – all without interfering with day-to-day operations.
When companies integrate their HR and identity platforms, they notice the difference almost immediately. The benefits are more than time saving – they impact every part of the employee experience.
Okta is a trusted platform by over thousands of companies for dependability and performance. The service has 99.99% uptime for workforce identity services and secures more than 480,000 identities worldwide making that reliability a great base for providing employee access, across any organization.
While Okta is managing the identity and access piece, RoboMQ’s Hire2Retire platform makes that whole process easy, from start to finish. Hire2Retire simply connects Okta to the most popular HR systems (e.g., Workday, ADP, BambooHR, SAP SuccessFactors) and gets HR working in unison with IT.
End-To-End Automation
With Hire2Retire, every touch in your HR system automatically updates inside of Okta. From onboarding to offboarding, the entire process is done in real time, completely automatically- no manual intervention needed.
Consistent Data for Employees
The platform keeps data synchronized across HR, IT, and collaboration tools such as Microsoft 365 or Google Workspace. Employees receive the appropriate access, and managers will never have inaccurate data.
Safe and Timely Offboarding
As soon as HR designates an employee’s last day of employment, Hire2Retire ensures that Okta terminates all access on that same day. This reduces security gaps and makes audits far simpler.
Better Experience for All
For HR, this means fewer repetitive tasks. For IT, this means less time spent setting up new employees. And for employees, this means getting the access they need as of day one. Everyone benefits.
In summary, Hire2Retire simplifies people, data and access management in a connected, secure and streamlined manner, with Okta as the trusted identity layer.
The pace of work isn’t reducing and whether the employees are working on-site or at home, their expectations haven’t slowed either. Employees want tools that just work and processes that don’t waste their time.
The integration of Okta with your HR system enables organizations to manage the pace of business and remove friction between HR and IT, improve security, and ensure people have the right access at the right time.
By utilizing the connection provided by RoboMQ’s Hire2Retire, your organization provides itself with the ability to confidently automate the employee lifecycle with accuracy, safety, and speed, from the moment an individual is hired, until the day they depart.
Ultimately, we believe that the objective is not merely integration. The objective today is to realize a workplace where technology serves people, as opposed to people serving technology. This, we believe, is what real digital transformation should feel like.
Okta HRIS integration connects the HR system (for example, Workday, ADP, or BambooHR) to Okta’s identity platform. This integration allows employee data and access permissions to be updated automatically every time a person joins an organization, changes roles or departs an organization.
HR and IT are required to update employee information separately without integration, which leads to unnecessary delays, errors, and security breaches to software in the organization. Okta HRIS integration automates the updates, reducing time spent manually updating access, while providing secure and accurate access across systems.
When the HR system is connected to Okta, new employees automatically have access to the necessary tools, starting day one. Likewise, when an employee leaves the organization Okta automatically removes access to all connected systems. This reduces the risk of data breaches and compliance issues.
Absolutely. Okta integrates with many of the most dominant HR software solutions, including as Workday, ADP, BambooHR, SAP SuccessFactors, and many others. Platforms like RoboMQ’s Hire2Retire make the process of connection even easier as they offer no-code, ready-to-use connectivity solutions to establish a bridge between your existing applications and Okta quickly.
Hire2Retire automates the complete life cycle of the employee experience by providing integration of Okta with your HRIS. It supports onboarding, role changes and offboarding, all in real time, in a synchronized way, ensuring security, and an optimal employee experience.
