⚠️ If you’re already using Javelo and have users in the app, please read Preparing Javelo for External User Source Integration before proceeding.
How to configure the synchronization between kiwiHR and Javelo?
There are 2 steps to follow in order to set up the synchronization and get kiwiHR's users into Javelo.
Let’s start! 🚀
1- Set up the integration in KiwiHR
For this step in your KiwiHR account, navigate to "Settings" and then select "API keys":
Generating the Access Key: To start the integration, click on "New access key" and provide a name for the integration. Once done, click on "Add key," and you will be presented with a token. Make sure to store this token securely as it will be used to configure the integration on Javelo's side.
❗ Please note that the token is only displayed once. If you fail to store it, you will need to generate a new one.Obtaining the URL: The second piece of information you will need is the URL. You can find it in the URL bar when you are on the KiwiHR platform.
For example, the URL might look like this:
https://yourcompany.kiwihr.com. When using the URL on Javelo's side, remember to append/api/graphqlto it.
2- Set up the integration in Javelo
⚠️ You need to have the company manager’s rights to get to this part.
Go to “Settings" (⚙️ icon) in the upper right corner of your Javelo account
Select “Integrations” from the navigation menu under the Company section
Click "Connect" in the "kiwiHR integration" panel
Enter the token and the URL. The URL format must be:
https://yourcompany.kiwihr.com/api/graphql
Click “Apply”, and you are done 🎉
💡 The users will be synchronized automatically every morning.
How to deactivate the synchronization?
If you need to interrupt the synchronization, you can come back to the Integrations tab and click “Disconnect” at the bottom of kiwiHR integration panel:
A pop-up message will appear, simply check the "OK, I understand" box and then click "Confirm" to delete the integration:
What is synchronized with kiwiHR?
Javelo is synchronising kiwiHR users with the following attributes:
First Name
Last name
Email
Birth date
Employee number
Job
Current_hired_on (date)
User group
Manager
👉🏻 Groups are automatically synchronized with KiwiHR teams information as part of the integration with Javelo. This means that groups from KiwiHR are imported into Javelo, and users are assigned to the relevant groups based on the data state in KiwiHR.
During the synchronization process, Javelo will create groups that exist in KiwiHR but were not previously present in Javelo. This ensures that all necessary groups are available in both systems for effective data management.
It's important to note that the synchronization does not delete groups. If a group is removed from KiwiHR or is no longer relevant, it will still be retained in Javelo.
Additionally, the synchronization ensures that user-group assignments are aligned with the information in KiwiHR. If a user is assigned to a group in Javelo that is different from the one specified in KiwiHR, the synchronization will automatically disassociate the user from the mismatched group in Javelo. This ensures that users are only retained in groups that are explicitly assigned to them in KiwiHR, helping maintain consistency and accuracy between the two systems.
👉🏻 User deactivation: Users will be automatically deactivated in Javelo under the following conditions:
a) If the contract end date is filled in KiwiHR, and the date is in the past.
b) If the user has been deactivated in KiwiHR.
In both cases, Javelo will initiate the deactivation process to ensure that user accounts remain up-to-date and reflect the status in KiwiHR.
Guidelines for first-time setup of KiwiHR with Javelo
Case 1: I am a KiwiHR customer and getting started with Javelo
Do not setup any user or group in Javelo
Setup the KiwiHR sync in Javelo
Use KiwiHR as your user input system. Javelo will synchronize with KiwiHR as a source
Case 2: I am a Javelo customer and have just started using KiwiHR
Before setting up the KiwiHR sync:
Make sure there are not two or more groups with the same name on Javelo (Javelo would not know which one to choose and would only use one).
Make sure the groups available in KiwiHR and in Javelo.
In order to ensure the coherence for groups synchronisation between KiwiHR and Javelo, ensure that existing groups on Javelo have the same name as corresponding groups on KiwiHR (if they exist).
💡 On KiwiHR, clients need to create teams and attribute their members to replicate the data state on Javelo side. If no match is found during synchronization, Javelo will create a new group and attribute users who are part of it in KiwiHR inside this newly created group.
Case 3: I am new to both Javelo and KiwiHR
Configure everything related to users and groups in KiwiHR
Set nothing up in Javelo
Setup the integration
Use KiwiHR as your user input system. Javelo will synchronise with Kiwi as a source