Importing people into Atomicwork

Atomicwork's multi-source user sync allows you to bring employee data from CSVs, connected identity systems, and HR systems into a single unified profile for every employee. This enables workflows, personalization, and analytics to run on accurate, up-to-date information.

To manage individual employee records, see Managing people profiles.

You can import employees into Atomicwork in three ways:

• Through a CSV import.
• By syncing employee data through integrations like Slack, Microsoft Teams, Azure AD, Okta, Rippling, or Workday.
• By sending email invitations.

Importing employees through CSV

When you want to view a list of employees or assign journeys to them, access the employee list by navigating to Directory in the left navigation pane.

You can bring your employee list into Atomicwork through a CSV import. The sample CSV file is unique to every account and is configured based on your people attributes. Review it before importing so you understand the data available across journeys and requests.

1. Navigate to Settings > Import people under Organization. You can also go to Directory and click Import at the top right.

2. Download the sample CSV file.

3. Copy your data into the CSV file and upload it to Atomicwork.

4. Choose whether Atomicwork should overwrite data when matching records are found in your CSV and the system.

   For example, if you choose to overwrite data and Matt Smith already exists in Atomicwork, uploading a CSV with his information replaces his profile data with the new details.

5. Click Proceed to map CSV columns to Atomicwork people attributes. Review or change the mapping so your information is imported correctly.

6. Click Import.

Atomicwork opens the Import history page with a list of past imports, their status, and any errors. Errors can be downloaded as a CSV file. You do not need to keep this page open; Atomicwork notifies you by email when the import is complete.

[!NOTE] If there are data issues, Atomicwork creates a CSV file with rows that failed to import and the failure reason. Correct the file and reupload it. If the upload fails again and there is no clear issue, contact Atomicwork support.

Syncing employee data through integrations

You can sync employee data from connected identity, HR, and collaboration platforms, including:

• Microsoft Azure AD / Entra ID
• Okta
• JumpCloud
• Workday
• Rippling
• Slack

After the initial sync, Atomicwork reconciles data every 24 hours across all connected sources. For JumpCloud, Okta, and Rippling, updates are also pushed in near-real time through webhooks, so new users appear in Atomicwork almost immediately after being added at the source.

Before you begin, make sure you have:

• Org admin access in Atomicwork.
• At least one supported app already connected through Settings > App Store.
• Admin access to your source provider's console so you can confirm which attributes exist and what values they hold.

Setting up sync from a single source

If you are syncing from one source:

1. Navigate to Settings > People > Sync via integrations.

2. Click the source you want to sync and select Sync employee data.

3. Optionally define which people to sync from the source:

   • Group filter: Only sync users in specific groups from the source. Available for Azure AD, Okta, and JumpCloud.
   • Attribute filter: Sync users whose attributes match specific criteria, such as User State is Activated. Available for all sources.

4. Review how source attributes map to Atomicwork attributes and adjust any mapping that needs to change.

5. Click Confirm to save. The initial sync runs immediately and creates users in Atomicwork.

Setting up sync from multiple sources

When you connect a second source to sync employee data, configure identity and primary source across sources.

The Identity setup, which includes the Work email and Personal email mappings for each source, is a one-time configuration. After the first sync runs, these mappings cannot be changed from the dashboard.

The Primary source and attribute mappings can be changed at any time.

Contact Atomicwork support if you need to modify your identity setup.

1. Navigate to Settings > People > Sync via integrations and open the second source you want to sync.
2. Click Sync employee data.
3. Apply group and/or attribute filters for the source you are adding.
4. In the Multi source step, choose your primary source and identity mapping.

Configure both:

• Primary source: The source of truth for employment status, which determines whether a user is active, deactivated, or deleted in Atomicwork. You can change the primary source later from Settings > People > Primary source & identifiers.
• Identity: Atomicwork uses Work email to uniquely identify each person across sources. You can configure Work email and Personal email mappings for each connected source.

[!TIP] If new employees at your company do not have a work email on day one, map a Personal email. Atomicwork uses it to identify them until the work email is added, then switches over automatically.

Only users who exist in the primary source are synced, even if they exist in other connected sources. For example, if JumpCloud is your primary source and a user exists in Azure AD but not in JumpCloud, that user is not synced into Atomicwork.

In the Mapping step, review and edit how source attributes map to Atomicwork attributes. You can change these mappings later from Settings > People > Attributes.

Each Atomicwork attribute can be mapped to a different source. For example, you can pull job title from Okta while pulling department from Workday. The value shown in Atomicwork always comes from the source mapped to that attribute.

Click Confirm to save, then repeat these steps for any additional sources you want to connect.

Editing the primary source and attribute mappings

• Navigate to Settings > People > Primary source & identifiers to change which source acts as your primary source. Work email and Personal email mappings on the same page are locked and cannot be changed after the first sync.
• Navigate to Settings > People > Attributes to see every Atomicwork attribute alongside its current source and source attribute. Edit mappings here without changing the integration setup.

View sync status and troubleshoot records

• Per-source status: On Settings > People > Sync via integrations, each connected source shows its current state, such as Enabled if it is actively syncing.
• Sync history: Navigate to Settings > People > Sync log to see every sync run, which source it was for, whether it completed, and how many records were updated.
• Record-level details: Click Download on any sync run in the Sync log to get a CSV report of every record processed, including what was created, updated, skipped with the reason, and errored where known.

User lifecycle and downstream effects

Atomicwork tracks three lifecycle statuses, determined by the user's status in your primary source:

When a user is removed or marked as deleted in your primary source, Atomicwork performs a 7-day verification check.

If the user record does not reappear within 7 days, Atomicwork archives the record, updates the email to an archived format, and removes the user from the active directory. Historical data is preserved for auditing and ITSM reporting.

Things to watch out for

• Duplicate identifiers: If duplicate emails are detected within the same source, Atomicwork retains the last record processed during the sync.
• Identifier changes: If a user's email changes, such as after a name change, Atomicwork matches the record using the external ID from the source and updates the email value to prevent duplicate profile creation.
• Missing identifiers in primary source: If a record is missing both work and personal email in the primary source, the user is not synced. If either identifier is missing from a secondary source, the user profile is still created but the attributes from that source are skipped.
• Secondary source syncs before primary source: If a secondary source syncs before the primary source, Atomicwork reconciles records once the primary source sync catches up. Full reconciliation runs every 24 hours across all sources.

Manual updates in Atomicwork get overwritten. Atomicwork does not sync users or attribute updates back to your external systems. Any manual changes made directly in Atomicwork are overwritten during the next scheduled sync.

Make attribute value changes in the source, not in Atomicwork.

Adding users using email addresses

You can add users to your account by sending them an email invitation.

1. Navigate to Settings > Users under Organization and click the Users tab.
2. Click Invite users at the top right.
3. Enter email addresses and assign a role. The selected role applies to all listed emails.
4. Choose whether new users receive an invitation email.
5. Click Send invite.