Importing users with a future start date into eADM

A smooth onboarding process is essential for giving new employees a productive start. A critical part of this is ensuring their digital accounts and system access are ready from day one. eADM automates this provisioning, but it depends on importing new users from your HR system in a timely manner.

This article explains the specific conditions that determine when a new user with a future start date will appear in eADM, helping you ensure your onboarding workflow runs without delay.

How the Import Process Works

For a user with a future start date to appear in eADM, two primary conditions must be met:

1. Availability in the HR System: The user's data must be actively exported or made available by the source HR system.

2. The eADM Import Window: The user's start date must be within the time frame configured in eADM for importing future employees.

These conditions work together. If the user is available in the HR system but their start date is too far in the future, eADM will not import them yet. Similarly, if their start date is within the eADM import window but the HR system is not yet exporting their data, they will not be imported.

1. HR System Availability

eADM can only import users that it can see. A user must be included in the data file or API provided by your organization's HR system. How this works depends on the specific system:

• General Rule: For any integration, a user must be present in the data source (e.g., API endpoint or data file) that eADM reads from.

• Visma Enterprise: eADM can be configured to import employees a specific number of days before their official start date. A common setting is 14 or 30 days.

• Agresso Unit4 (U4BW): The user must be included in the master data file (stamdata) that is generated for the integration.

Note: If a user is not visible in the source data from the HR system, eADM has no way of knowing they exist and cannot import them.

2. The eADM Import Window

eADM typically includes a setting that defines how far into the future it should look for new employees. This creates an "import window."

• This setting is a specific number of days (e.g., 30 days).

• eADM will only import users whose start date falls within this upcoming period.

• For example, if the import window is set to 30 days, eADM will import a new user on the day that is 30 days before their scheduled start date, provided the HR system is making their data available.

Troubleshooting: Why a Future User Is Not Appearing in eADM

If you are expecting a new employee with a future start date to appear in eADM but they have not, follow these three steps to identify the cause.

1. Check the HR System Data

   • Verify that the user has been created correctly in the HR system. Confirm their name, contact information, and, most importantly, their start date are accurate.

2. Confirm HR System Export

   • Check if the HR system is actually exporting the user's data. Confirm with your HR administrator that the employee is included in the API or data file that is sent to eADM.

3. Verify the Start Date is Within the eADM Import Window

   • Check the user's start date against the import window setting in eADM. For example, if the user starts in 45 days but the eADM import window is set to 30 days, the user will not be imported for another 15 days.