Switching Your Provisioning Sync Source

🎯 Who this article is for: This article is for admins managing a change in identity provider, such as moving from Google Workspace to Microsoft Entra ID, or introducing Okta.

🔒 Permissions: Switching a provisioning source is carried out by an admin, working with Happeo Support.

1. Overview

Happeo keeps your users and groups current automatically by syncing them from an identity provider (IdP), such as Google Workspace, Microsoft Entra ID, or Okta. When your organization changes which IdP it relies on, Happeo needs to follow along. Switching your provisioning source is how that happens: it moves the sync from your old provider to your new one, so the people and groups in your intranet keep matching the people and groups in your organization.

This is separate from content migration, which covers moving files, folders, and widgets, such as a Google Drive or SharePoint file list, that are embedded in your pages and channels. Content migration is a manual process your own team carries out, if and when needed. 

2. Use cases

• Consolidating identity after a company-wide platform move: When an organization moves from Google Workspace to Microsoft 365, every connected tool needs to follow, not just email and files. Switching Happeo's provisioning source to Microsoft Entra ID keeps users, roles, and groups accurate without anyone re-entering the same information twice.
• Introducing single sign-on for the first time: As an organization grows, IT often consolidates logins under a dedicated identity provider like Okta instead of managing access tool by tool. Pointing Happeo's provisioning at Okta means access reflects the same source of truth the rest of the organization already relies on.
• Bringing identity in line with HR, not IT: Some organizations decide employee data should flow from the HR system where it's entered once, rather than from a general identity provider. Switching to an HR system connected via Merge means Happeo always reflects who is actually employed, without a separate list to maintain.

3. Before you begin

• Happeo supports switching your provisioning source between Okta, Google Workspace, Microsoft Entra ID, and an HR system connected via Merge (covering BambooHR, Workday, Deel, Rippling, and other supported platforms). The same overall process applies whichever of these you're moving from and to.

• Groups are not migrated between providers. Once your new source is enabled, new groups sync in from it, while your existing groups remain in place until you're ready to remove them, so access to channels, page groups, and custom apps isn't lost while you make the switch.
• You'll need to manually update sharing settings to reference the new groups once they've synced in, and you can ask Happeo Support to remove the old groups once you're happy that access is fully set up.

4. How to switch your provisioning source

To begin, contact Happeo Support with your organization details, which provider you're moving from and to, whether email addresses will change, and your target timeline. Support will confirm the expected timeline for your specific combination and guide you through each step below.

1. Export your existing groups. In Happeo, go to Admin Settings → Groups Management → Export and download all existing groups. Having this list on hand makes it easier to recreate similar groups in your new provider.
2. (Optional): Review your login page. If your login buttons need to change as part of the switch, update your login page setup. Multiple login methods can stay enabled at the same time during the migration period, so this step is optional and doesn't need to happen right away.
3. Disable your old provisioning integration. In Admin Settings → Integrations, turn off the old integration and let Happeo know. Then wait until Happeo has converted your existing synced users to invited users. Google Workspace integration can't be disabled manually. Happeo disables it for you as part of the next step.
4. Happeo converts your synced users to invited users. This step is carried out by Happeo. If your previous source was Google Workspace, this also stops Google sync.
5. Enable your new provisioning source. Follow the relevant setup guide for Google Workspace, Microsoft Entra ID, or Okta. This is also a good moment to enable any other integrations you'll need going forward, such as Outlook, OneDrive, or SharePoint.
6. Add your new groups once they've synced in. New groups typically appear within about an hour. Once they do, add them to your channels, page groups, and custom apps. You can keep your old groups in place until you're happy with access, and reconfigure a custom login page if needed.
7. Request removal of your old groups. Once sharing settings are fully updated on your new groups, ask Happeo Support to remove the groups synced from your old source.
8. Happeo deletes the old groups. This step is carried out by Happeo, completing the switch.

Typical timeline

• Initial assessment and information gathering: Around 1 week.
• Switching the provisioning source itself: Around 1 week, as little as a couple of days if setup steps are completed promptly.
• Content migration, if applicable: On your own timeline.
• Legacy group cleanup: Around 1 week once you confirm you're ready.

5. Frequently asked questions

6. Troubleshooting