How Do You Get Started with NetSuite and TribeHR?

When you integrate your two systems (NetSuite and TribeHR) is entirely up to you – it can be done at any time!  Since that’s the case, you should decide when to integrate your accounts only after you’ve reviewed the information below.

About the integration

The integration between NetSuite and TribeHR has two components to it:

  1. Single Sign On (SSO) and;
  2. Data Synchronization.  

Each component can be set up separately, at completely different points of time.  To set up either component of the integration you need to be:

  1. A TribeHR account administrator;
  2. and a NetSuite administrator.  

To set up the integration you will need your NetSuite account number (can be accessed by logging into NetSuite and clicking “Support”, visit the SuiteAnswers website and select the option to submit a support ticket, a popup will appear that contains your NetSuite account ID).  

Additionally, when you set up the integration, you will be requested to create a new user with the Administrator role in NetSuite.

Single Sign On

SSO allows those users who have login rights to NetSuite and TribeHR, the ability to access TribeHR from a tab within NetSuite (which appears when NetSuite users are logging in using the appropriate role in NetSuite).

You can set this up SSO at any point – once it’s active, you can control who can see the TribeHR tab by customizing a role so that those who are assigned the role can view the TribeHR Centre Tab.

Once SSO is set up, anyone who has the ability to login to both systems will be able to click the TribeHR tab in NetSuite and be automatically logged into TribeHR.  Because that’s the case, some people prefer to wait to set up SSO until they are ready to go live with TribeHR!

Data Synchronization

When the sync is activated, all fields that sync (current list includes: Email Address, First name, Last name, Middle name, NetSuite User ID, Work Phone, Personal Phone, Birthdate, Government ID, Department, Manager, Date Hired, Job Title) for all users for whom the sync is active for in TribeHR, will be synced to the matching fields on employee records in NetSuite. 

The sync is a real-time one-directional from TribeHR to NetSuite. The sync is not for all fields on the TribeHR employee record – only a subset of these fields currently sync (see list above).

There is a wizard that you initiate in TribeHR (Administration > Integrations > NetSuite Wizard) that walks you through setting up the integration. 

When you reach the final step in setting up the sync, you are presented with two options:

  1. enable the sync (which activates the integration for your account);
  2. and sync all employees at that moment

This second option is referring to automatically syncing employee data as soon as you complete the step.

With these two options you are able to set up the sync for your account but you can choose when you want to perform the first sync.  In other words, you have the option of syncing all of your syncable fields for all employees from TribeHR to NetSuite as soon as you set up the integration; OR you can defer and perform the first sync at a later date and time.

If you proceed with syncing all syncable fields at the time of setting up the integration then any data that’s in TribeHR at that moment will be synced to employee records in NetSuite.

This means if you have blank entries in the syncable fields in TribeHR (maybe because you’re just getting started!) then whatever is in NetSuite will be overwritten with blank entries in those syncable fields.  Or, if you have accurate or testing content entered into the syncable fields in TribeHR, then that data will overwrite that which is in NetSuite.

Note: the sync matches TribeHR employees to NetSuite employee records by referring to the email address you have on file both in TribeHR and NetSuite and creating a unique sync ID for subsequent syncs. 

If you proceed with syncing all employees at time of completing the integration and email addresses in TribeHR employee profiles and NetSuite employee records do not match then the following will happen: 

  1. NetSuite TribeHR will not accurately match identities and will automatically create new employee records in your NetSuite instance, for those employees in TribeHR that have email addresses that have no match in NetSuite.  These records in NetSuite will contain the information that’s on each employee record synced from TribeHR.
  2. NetSuite TribeHR will not accurately match identities and will not update intended employee records in NetSuite.

The net result may be that you have new employee records created in NetSuite that are populated with employee information that was intended for other records!  So, before activating the sync, make sure the email addresses you have on file for each employee in TribeHR match those that are in your NetSuite database.

If you defer syncing when you complete the integration you can activate the sync for your employees when you are ready to overwrite whatever content may be in NetSuite in the fields that sync at any point. 

Many of our customers have incomplete datasets for their employees in NetSuite as they’re getting started with TribeHR. Because that’s the case, they are comfortable syncing all employees when they set up the integration because they know that TribeHR will be the system of record. 

And so if you’re setting up the integration while you’re implementing your TribeHR account, you may want to consider that while your first sync will just be one of many!

FAQ 

Why am I supposed to create a new Administrator in NetSuite?

Integration best practices suggest you do this for a few reasons, including (but not limited to):

  • When fields are synced from TribeHR to NetSuite all updates are logged.  When an update is logged, the user who performed the update is also logged (along with timestamp information, etc.).   When reviewing this history of changes, it is easy to identify sync-related updates in the log of changes because all sync updates will be tied to an integration-specific user.
  • If any change occurs to the administrator whose credentials were used (ie. terminated) then the integration may break, creating a dedicated integration user reduces the likelihood of workplace changes affecting your integration.

Do I need to create a new Administrator in NetSuite to set up the integration?

You are not required to create a new Administrator in NetSuite to set up the integration; the integration will work if you enter any NetSuite Administrator credentials.  That being said, it is strongly advised you create an integration-dedicated user – see question above for example reasons why!

What if I want to integrate our accounts but then activate the sync once we’re done our TribeHR implementation?

You can certainly do that. To activate the sync once you’re done your TribeHR implementation you can activate the sync on a per user basis by logging into TribeHR as an Administrator and editing each employee profile.

On the first edit screen at the bottom of the page there is a check box to enable sync – select this and save.  Doing this will automatically sync all syncable fields from TribeHR to NetSuite, and generate the connection point so that moving forward all changes will be automatically synced from NetSuite to TribeHR.

What fields sync to NetSuite?

Currently, the following fields sync to NetSuite:

  • Email
  • NetSuite User ID
  • First Name
  • Middle Name
  • Last Name
  • Work Phone
  • Personal Phone
  • Birthdate
  • Government ID
  • Department
  • Manager
  • Date Hired
  • Job Title

How do I customize which fields these are?

At the moment you are not able to customize which fields sync. 

How do I turn on bidirectional syncing? 

At the moment there is no option to activate bi-directional syncing.

How can I deactivate the sync for my account?

To deactivate the sync you must complete the integration wizard again but deselect the option to activate the sync for your account before completing the integration. If you need more immediate assistance with this, Contact TribeHR support!  You can reach support by emailing: support@tribehr.com or submitting a ticket directly through our Help Desk.

How can I deactivate the sync for specific employees?

To deactivate the sync for individual or specific employees, edit the profile of the individuals you wish to deactivate the sync for, and on the first edit page scroll down to the bottom.  Here you will see a check box for enabling or disabling the sync – make sure it is deselected and save the employee record.

I didn’t activate the sync for all users when I set up the integration, how do I activate the sync for employees?

To activate the sync once you’re done your TribeHR implementation you can activate the sync on a per user basis by logging into TribeHR as an Administrator and editing each employee profile. 

On the first edit screen at the bottom of the page there is a check box to enable sync – select this and save.  Doing this will automatically sync all syncable fields from TribeHR to NetSuite, and generate the connection point so that moving forward all changes will be automatically synced from NetSuite to TribeHR.

If you need assistance activating the sync for all employees, Contact TribeHR support! You can reach support by emailing: support@tribehr.com or submitting a ticket directly through our Help Desk.

How frequently does the sync update?

The sync updates in real time and will only update when the change is effective – so when you make a change on an employee record and save the change to be effective tomorrow, then as soon as tomorrow comes to pass, data will be synced. If you do not see employee data sync within 5 minutes of expecting to see a change, contact TribeHR support.

I’ve completed setting up the integration but nothing is syncing. What should I do?

Contact TribeHR support!  You can reach support by emailing: support@tribehr.com or submitting a ticket directly through our Help Desk.

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