Set Up a Provisioning Source via Merge

  1. Happeo
  2. Platform Setup & Administration
  3. Manage User Access & Permissions
Table of contents

This article explains how to connect your HR system to Happeo, so users and groups sync automatically from day one. 

🎯 Who this article is for: This article is for admins who manage user provisioning in Happeo and have admin-level access to their organization's HR system.

🔒 Permissions: This feature is available to admins only.

💼 Package requirements: Setting up your provisioning source via Merge is available on the Advanced Provisioning add-on. Contact your Customer Success Manager for more information.

1. Overview

Connect your HR system to Happeo once, and user management will run on its own. New hires appear automatically on day one, already in the right groups with the right access. As your organization changes, Happeo keeps up. You never have to add, update, or remove a user by hand.

2. Use cases

  • A growing team, not a growing to-do list: Onboarding five people takes the same effort as onboarding fifty: none. Once provisioning is connected, Happeo handles new users automatically no matter how fast your team grows. There is no list to process, no access to assign manually, and no risk of someone starting without the right setup.
  • A smooth first day for every new hire: A new employee opens Happeo on their first day and finds what they need, organized and ready. No request to IT, no missing access to chase down, just a self-service experience from the start. That is the kind of first day that builds trust in the intranet.
  • An intranet that reflects your organization: As roles change, people move between departments, and team structures shift, Happeo stays current. Provisioning reflects those updates automatically, so your intranet always shows an accurate picture of your organization without a dedicated person maintaining it.

3. Before you begin

Before starting setup, confirm the following:

  • You are a Happeo admin.
  • You have admin-level access to the HR system you are connecting. The setup flow will ask you to authorize and enter credentials for that system.
  • You have access to your organization's DNS settings, or you can reach the person who manages them. You will need to add a DNS record as part of domain verification in Step 2.
  • Your organization's email domain is on hand.

Supported HR systems

The following HR systems are currently supported via Merge (click the relevant systems to see the type of data that is synced):

⚠️ Important: Once the connection in Step 1 (see below) is complete, your provisioning source cannot be changed. Take a moment to confirm you are connecting the right system before you begin.

🗒️ Note: Domain verification can take between 24-48 hours, and the first sync after setup takes 30 minutes to one hour. If users need to be available in Happeo by a specific time, complete setup with that window in mind.

4. How to Set Up a Provisioning Source via Merge

Setup happens in three steps: 

  1. Connect your HR system.
  2. Verify your domain.
  3. Enable provisioning.

Step 1: Connect

In Happeo

  1. Click your avatar from your intranet's main navigation.
  2. Go to Admin → User Management → Provisioning.
  3. Click Setup next to your HR system.
  4. Review your selection on the setup page. To choose a different source, click Change source at the top-right.
  5. Check the acknowledgement box: "I understand this provider will become the authoritative source for users and cannot be changed later."
  6. Click Connect. An authorization window will appear.

🗒️ Note: The authorization window will show which data Happeo can access. This includes Employees, Companies, Groups, and Locations.

In your HR system

The steps for authorizing the connection vary depending on which HR system you are connecting. The setup modal includes a link to the Merge Help Center with instructions specific to your system. Follow those steps to complete authorization and enter the required credentials, then return to Happeo to continue.

⚠️ Important: Once you complete the authorization, your provisioning source is set permanently and cannot be changed.

If you want to review the authorization steps before starting setup, the guides below cover some of the supported systems:

Step 2: Verify your domain

Once you’re directed back to the Provisioning page in Happeo’s Admin Settings, click Continue to move onto the next step.

  1. Enter your organization's email domain in the domain name field and click Continue.
  2. Happeo generates a TXT record for domain verification, starting with happeo-site-verification=. 
  3. Copy the TXT record and click OK to close the confirmation.
  4. Log in to your DNS provider account and add a new TXT record for the domain you’re verifying with the value given to you in step 2. 
    1. 🗒️ Note: Domain verification can typically take between 24-48 hours.
  5. Click Finish Setup to proceed.

🗒️ Note: Your domain will show as NOT VERIFIED until the DNS record is confirmed. Provisioning will not begin until verification is complete.

Step 3: Enable provisioning

Once you complete Step 2, provisioning is enabled automatically. You can see it active in two places: the Integrations tab in Admin Settings, and the Provisioning tab in User Management.

🗒️ Note: Nothing will happen until your domain is verified and the first sync runs. You do not need to take any further action. Once verification is confirmed, Happeo will begin syncing automatically, and users and groups from your HR system will appear within 30 minutes to one hour.

Manually sync users

To sync all users from your HR system to Happeo immediately:

  1. Go to User Management → Provisioning.
  2. Click Manual sync.

A confirmation message will appear once the sync has been scheduled. The sync may take some time to complete depending on the number of users in your system.

Disable provisioning

To disable provisioning, click the toggle in the Provisioning or Integrations tab.

🗒️ Note: We recommend using the Provisioning tab as your central place for provisioning actions.

5. Best practices

A few steps that will help your setup go smoothly and keep provisioning working well after launch.

  • Review your HR system data before connecting: Happeo syncs user records exactly as they appear in your HR system. If names, email addresses, or group memberships are incomplete or incorrect in the source, those gaps will carry over. A quick review of key records before connecting means your first sync brings accurate data into Happeo.
  • Loop in IT before you start: Domain verification in Step 2 requires a DNS change. If your IT team manages DNS for your organization, let them know before you begin setup so the record can be added without delay when you reach that step. Arranging this in advance avoids mid-setup hold-ups.
  • Spot-check a few profiles after the first sync: Once the first sync completes, review a handful of user profiles to confirm that names, email addresses, and group memberships carried over correctly. Catching any discrepancies early means you can address them before your team starts relying on Happeo.

6. Frequently asked questions

What if the information in my HR system is incorrect?

Happeo syncs data exactly as it appears in your HR system. If a user's details or group memberships are wrong in the source, they will carry over as-is. Correct the records in your HR system first, then trigger a Manual Sync to pull the updated information into Happeo.

Can I connect more than one provisioning source at the same time?

No. Happeo supports one provisioning source at a time.

What happens to users I have already added manually in Happeo?

After provisioning is enabled, users who were previously invited manually are merged with their synced records from your HR system.

What happens when an employee leaves and is removed from my HR system?

When a user is removed from your HR system, they are automatically suspended in Happeo. Their sessions are revoked and they lose access immediately. Their data and content in Happeo remain intact. If the user is restored in your HR system, they are automatically reactivated in Happeo.

What if the credentials I used to connect my HR system change later?

If your HR system credentials change (for example, an API key expires or an admin account is updated), click the Setup button in the Provisioning or Marketplace Apps section in the Admin Settings. This opens the same setup modal where you can enter the new credentials.

Does it take over any classic provisioning such as Entra ID?

No, provisioning via Merge does not replace any classic provisioning.

Why can’t I install any of the provisioning apps?

It could be that you do not have the Advanced Provisioning add-on. Please contact our support team or your Customer Success Manager for further details.

7. Troubleshooting

My domain shows as NOT VERIFIED after adding the TXT record

DNS changes can take between 24 and 48 hours to take effect. If your domain still shows as NOT VERIFIED after that window, contact our support team and we will help you resolve it.

Provisioning is enabled but syncing has not started

Check that your email domain is verified. Syncing will not begin while domain verification is pending. If you see an "Email domain verification pending" banner on your provisioning settings page, complete domain verification.

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