The IRIS Cascade HR integration keeps Employees in Cascade synchronised with their corresponding User profiles in ExpenseIn.
The integration identifies and matches the Employee (Cascade) with their User (ExpenseIn), using the Employee ID and User Reference fields respectively, which must be an exact match to keep a user synced.
Note: We recommend enabling the User references must be unique Additional Setting (under the Account tab) to ensure users always hold a unique reference within ExpenseIn.
How the integration works
Cascade will sync Employees to your ExpenseIn Users.
This is a one-way integration where changes made in Cascade will update ExpenseIn, but changes made in ExpenseIn will not update Cascade. If changes are made to a field in ExpenseIn that is typically synced from Cascade, if the same updates aren't made in Cascade, then the changes will be overwritten as part of the next user sync.
Note: Cascade will sync shortly after your initial connection (and any reconnections). It will then sync each day at approximately 4:00 AM GMT to sync any user updates. This time is subject to change.
To ensure that a sync takes place, the following fields must be completed against a Cascade Employee to allow the User to sync successfully to ExpenseIn:
Forename
Surname
Start Date
Continuous Service Date
Gender
Work Email
Position
Hierarchy
If any of these fields are incomplete or missing, the Employee will not sync to ExpenseIn. Given that the Employees are set up in Cascade correctly, the following synchronisations will take place:
Existing Employees
User records - when connecting the integration, Employees already set up in Cascade will automatically be created as Users in ExpenseIn (provided their Work Email or Employee ID doesn't already exist in ExpenseIn).
Note: You'll still need to assign an approval flow and policy to the users once they've been created, as well as invite them once you're ready.
Personal details updates - updates made to an Employee's First name, Surname and Work Email in Cascade will update their existing User's First Name, Last Name and Email in ExpenseIn (provided their Employee ID and User Reference match).
Department/Location updates - updates made to an existing Employee's Location in Cascade will update their Department in ExpenseIn. See the User Department Sync section below for more information on the required setup.
New Starters
New Employees created in Cascade will be created as Users in ExpenseIn (provided their Work Email or Employee ID doesn't already exist in ExpenseIn).
Note: You'll still need to assign an approval flow and policy to the users once they've been created, as well as invite them once you're ready.
Leavers
Employees set as a Leaver in Cascade will be updated as a Leaver in ExpenseIn (provided their Employee ID and User Reference match).
How to set up the IRIS Cascade HR integration
To use the IRIS Cascade HR integration there are a couple of steps which you're required to complete:
Connect IRIS Cascade HR with ExpenseIn
To enable Cascade to synchronise the User data in ExpenseIn, you first need to Authorise ExpenseIn to connect to IRIS Cascade HR.
Enter Location strings against your ExpenseIn Departments
Upon connecting the IRIS Cascade HR integration, a Custom Field will automatically be created on your ExpenseIn account against your Departments. This is a 'Text' custom field called "Cascade Hierarchy".
The purpose of this custom field is for you to store each unique Location "string" assigned to your Employees in Cascade against the corresponding Department in ExpenseIn.
The string is what is entered as the Employee's Location within Cascade and could look like this example: ExpenseIn -> Sales -> North. Ensure you click Update to save the information.
Note: Do not enter the Location string from Cascade into the Department Reference field. It should be entered into the Cascade Hierarchy field when editing the department.
3. Check your Employees are syncing to ExpenseIn
Once you've completed the setup, we recommend checking that your Cascade Employees are syncing to your ExpenseIn Users as expected.
If you have any questions on the synced data or aren't sure if you've completed the setup correctly, contact our Support team for further help.