Importing users with a future start date into eADM

A smooth onboarding process is essential for helping new employees get off to a productive start. A critical part of this is ensuring that their digital accounts and system access are ready from day one. eADM 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 that your onboarding workflow runs smoothly.

How the Import Process Works

For a user with a future start date to appear in eADM, two main 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 Window: The user's start date must fall within the time frame configured in eADM importing future employees.

These conditions are interrelated. If a user exists in the HR system but their start date is too far in the future, eADM not import them yet. Similarly, if their start date falls within the eADM window but the HR system has not yet exported their data, they will not be imported.

1. HR System Availability

eADM 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 exist in the data source (e.g., API endpoint or data file) that eADM from.

• Visma Enterprise: eADM 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 (master data) that is generated for the integration.

2. The eADM Window

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

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

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

• For example, if the import window is set to 30 days, eADM import a new user 30 days before their scheduled start date, provided the HR system makes 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 they have not, follow these three steps to determine the cause.

1. Check the HR System Data

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

2. Confirm HR System Export

   • Check whether 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 sent to eADM.

3. Verify that the start date falls within the eADM 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 window is set to 30 days, the user will not be imported for another 15 days.