Set Up a Provisioning Source via Merge – Happeo

Set Up a Provisioning Source via Merge

This article explains how to connect your HR system to Happeo, so users and groups sync automatically from day one.

🎯 Who this article is for: This article is for admins who manage user provisioning in Happeo and have admin-level access to their organization's HR system.

🔒 Permissions: This feature is available to admins only.

💼 Package requirements: Setting up your provisioning source via Merge is available on the Advanced Provisioning add-on. Contact your Customer Success Manager for more information.

1. Overview

Connect your HR system to Happeo once, and user management will run on its own. New hires appear automatically on day one, already in the right groups with the right access. As your organization changes, Happeo keeps up. You never have to add, update, or remove a user by hand.

2. Use cases

A growing team, not a growing to-do list: Onboarding five people takes the same effort as onboarding fifty: none. Once provisioning is connected, Happeo handles new users automatically no matter how fast your team grows. There is no list to process, no access to assign manually, and no risk of someone starting without the right setup.
A smooth first day for every new hire: A new employee opens Happeo on their first day and finds what they need, organized and ready. No request to IT, no missing access to chase down, just a self-service experience from the start. That is the kind of first day that builds trust in the intranet.
An intranet that reflects your organization: As roles change, people move between departments, and team structures shift, Happeo stays current. Provisioning reflects those updates automatically, so your intranet always shows an accurate picture of your organization without a dedicated person maintaining it.

3. Before you begin

Before starting setup, confirm the following:

You are a Happeo admin.
You have admin-level access to the HR system you are connecting. The setup flow will ask you to authorize and enter credentials for that system.
You have access to your organization's DNS settings, or you can reach the person who manages them. You will need to add a DNS record as part of domain verification in Step 2.
Your organization's email domain is on hand.

Supported HR systems
The following HR systems are currently supported via Merge:

⚠️ Important: Once the connection in Step 1 is complete, your provisioning source cannot be changed. Take a moment to confirm you are connecting the right system before you begin.

🗒️ Note: Domain verification can take between 24-48 hours, and the first sync after setup takes 30 minutes to one hour. If users need to be available in Happeo by a specific time, complete setup with that window in mind.

4. How to Set Up a Provisioning Source via Merge

Setup happens in three steps:

Connect your HR system.
Verify your domain.
Enable provisioning.

Step 1: Connect

In Happeo

Click your avatar from your intranet's main navigation.
Go to Admin → User Management → Provisioning.
Click Setup next to your HR system.
Review your selection on the setup page. To choose a different source, click Change source at the top-right.
Check the acknowledgement box: "I understand this provider will become the authoritative source for users and cannot be changed later."
Click Connect. An authorization window will appear.

In your HR system
The steps for authorizing the connection vary depending on which HR system you are connecting. Follow the instructions in your HR system to complete authorization and enter the required credentials.

⚠️ Important: Once you complete the authorization, your provisioning source is set permanently and cannot be changed.

Step 2: Verify your domain

Once you’re directed back to the Provisioning page in Happeo’s Admin Settings, click Continue to move onto the next step.

Enter your organization's email domain in the domain name field and click Continue.
Happeo generates a TXT record for domain verification, starting with happeo-site-verification=.
Copy the TXT record and click OK to close the confirmation.
Log in to your DNS provider account and add a new TXT record for the domain you’re verifying with the value given to you in step 2.
Click Finish Setup to proceed.

🗒️ Note: Your domain will show as NOT VERIFIED until the DNS record is confirmed. Provisioning will not begin until verification is complete.

Step 3: Enable provisioning

Once you complete Step 2, provisioning is enabled automatically. Your connected provisioning source is visible in two places: the Provisioning tab in User Management, and the Integrations tab in Admin Settings.

Manually sync users
To sync all users from your HR system to Happeo immediately:

Go to User Management → Provisioning.
Click Manual sync.

A confirmation message will appear once the sync has been scheduled. The sync may take some time to complete depending on the number of users in your system.

Disable provisioning
To disable provisioning, click the toggle in the Provisioning or Integrations tab.

5. Best practices

A few steps that will help your setup go smoothly and keep provisioning working well after launch.

Review your HR system data before connecting: Happeo syncs user records exactly as they appear in your HR system. If names, email addresses, or group memberships are incomplete or incorrect in the source, those gaps will carry over.
Loop in IT before you start: Domain verification in Step 2 requires a DNS change. Let your IT team know before you begin setup.
Spot-check a few profiles after the first sync: Once the first sync completes, review a handful of user profiles to confirm that names, email addresses, and group memberships are correct.

6. Frequently asked questions

What if the information in my HR system is incorrect?
Happeo syncs data exactly as it appears in your HR system. If a user's details or group memberships are wrong in the source, they will carry over as-is.

Can I connect more than one provisioning source at the same time?
No. Happeo supports one provisioning source at a time.

What happens to users I have already added manually in Happeo?
After provisioning is enabled, users who were previously invited manually are merged with their synced records from your HR system.

What happens when an employee leaves and is removed from my HR system?
When a user is removed from your HR system, they are automatically suspended in Happeo.

What if the credentials I used to connect my HR system change later?
If your HR system credentials change, click the Setup button in the Provisioning or Integrations tab in Admin Settings.

Does it take over any classic provisioning such as Entra ID?
No, provisioning via Merge does not replace any classic provisioning.

Why can’t I install any of the provisioning apps?
It could be that you do not have the Advanced Provisioning add-on. Please contact our support team for further details.

7. Troubleshooting

My domain shows as NOT VERIFIED after adding the TXT record
DNS changes can take between 24 and 48 hours to take effect. If your domain still shows as NOT VERIFIED after that window, contact our support team.

Provisioning is enabled but syncing has not started
Check that your email domain is verified. Syncing will not begin while domain verification is pending.