FAQs - HRIS use cases

Below are common FAQs on HRIS Use cases:

What HRIS integration use cases are the most common?

The most common use cases include:

• Onboarding: When a user is created in an underlying app, create the user in Firstbase.
• Offboarding: When a user is offboarded in an underlying app, start the offboarding process in Firstbase.
• Updating: If a user details are updated in an underlying app (e.g. address), update the user details in Firstbase. 

What will be the trigger event to cause a Firstbase account to be created for a person?

• Common triggers include signing an offer letter, completing a background check, hitting a date-based milestone (e.g., two weeks before the start date), or creating an account in your HRIS system or an identity provider like Okta.
  

If I want to integrated directly, what information is needed to onboard employees?

• You’ll need to be able to provide Firstbase with the following values:
  • First name
  • Last name
  • Primary Email Address (usually the personal email on onboarding)
  • Secondary Email Address (usually the work email on onboarding)
  • Mailing address (at least the employee’s country)
  • Employee’s start date with your organization
  • Package ID (find your organization’s “package_id” values by making a GET request to the /api/packages endpoint)
    

Are accounts crated before employees have access to work email?

• Generally, yes. Most customers onboard their employees prior to their start date. As such, we recommend setting their personal email address as the “primary” email, which they will use to log into Firstbase.
  

How do you handle ordering for the employee as part of onboarding?

Most customers have one of two ways for employees to order:

• Standard Packages - In this case, employees get choices on what to order from a list of items. This list of items is configured as part of what we call 'packages'.
• Automatic Packages - In this case, automatic packages are a list of items that are ordered automatically when an employee is assigned to them. The employee gets notifications of the order, but does need to log in and choose their equipment. 

• Note: If using an Automatic Order Package, an order will be placed immediately after a successful account creation request. The new user will receive an order confirmation as their first communication from Firstbase.
  You must submit a complete mailing address via the API in this case. 

  Also keep in mind: Automatic packages only support “Shipping to employee address.”
  Office and Flexible shipping options are not available.

  Want to learn more about shipping destination options?
  See Package Shipping Destination Options →

For offboarding, when choosing a trigger event for offboarding, will employees always be aware of their departure from the company before the trigger occurs?

• Since Firstbase will start the offboarding process immediately after receiving a DELETE request, it’s especially important for any cases of involuntary termination that employees be aware of the company’s plans before the API request is made.

Will you store the Firstbase user ID in your system as part of your user records? 

• The Firstbase USER ID is necessary to make offboarding requests and to update existing user records. It can be discovered by looking up the user record via a request to GET /scim/v2/users (which supports filtering by name or email) or via the HTTP 200 response after making a POST /scim/v2/users request. If it is not saved in your system, you must look it up as part of creating future DELETE or PUT requests.