Employee Sync keeps your employee list in Leena AI aligned with your source system — an HRMS, a directory, or any other employee database. An accurate directory underpins access control (terminated people shouldn't stay active), the attributes used across audiences, personalization and workflows, and every downstream experience that relies on knowing who someone is.

Data arrives one of two ways: a spreadsheet you upload, or a scheduled pull from your HRIS. A bot uses one of them, not both.

Where to find it

Open the Admin Console, then go to Bot users → User Sync.

The page has three tabs:

• Employee data — the resulting directory. Every bot lands here, configured or not.
• Sync history — the audit log of every run, manual and automated.
• Sync setup — how employee data gets in.

Choosing a sync method

A bot uses one method. Switching from one to the other replaces the existing setup — the wizard asks you to confirm, and the replacement can't be undone.

Sync setup

With nothing configured, the tab offers Add sync. Once a sync is saved, the tab becomes a read-only summary of it, with Edit in the header to reopen the wizard.

The wizard has three steps, and the third one applies to both methods:

1. Select sync method — Manual or Automated
2. Add field mapping (manual) or Sync users (automated)
3. Authorize users

Each step saves as you continue; the final step's button reads Save and sync.

Step 2 (manual) — Map fields

Match the columns in your file to Leena AI fields. Each row is one mapping.

A few things worth knowing:

• Mandatory Leena fields are seeded for you and can't be removed. Their type may also be locked, and they are always mandatory.
• Each Leena field can be mapped only once — two columns pointing at the same field is rejected on save.
• Available validations depend on the field type. Boolean fields have none, Date fields require a format, and Phone number fields support uniqueness and regex only.
• String fields support uniqueness, number-only, allowed email domains, custom values, and a regex pattern with an inline Test regex option.
• Array fields hold several values in one cell. The cell is read as comma-separated text, split, trimmed, and each element validated individually. Use it for attributes like multiple roles or locations.

Mapping fields does not load any employees — uploading a file is a separate action from the Employee data tab.

Step 2 (automated) — Sync users

Automated sync pulls employee data from your source system on a schedule using an Employee Sync utility app built in Workflows Studio.

Before you start

You need a published Employee Sync utility app — without one, the Utility app dropdown is empty. The step links to Workflows so you can build one.

To create the app: go to Workflows Studio → App Listing → Create App and set the Utility Type to Employee Sync Utility. Configure pagination to match how your HRIS API returns data (page-number or skip-token), add an Action node to call the API, use the Mapper node to transform source fields into Leena AI's employee schema, set the Response Template on the Trigger node with the data array and pagination fields, then publish. It will then appear in the dropdown. Full instructions are in User Sync Utility Apps.

Additional settings

Two settings apply to every sync on the bot. Both are off by default.

Both are recalculated across the whole directory after each run, not just for the records that run returned. Someone stops being marked a manager or HR once no active employee points to them.

Configuring a sync

Save and preview fetches sample records from the app and shows them before anything is committed. Review the rows, then confirm with Add sync — or go back and change the configuration.

You can configure more than one sync. Add another sync validates and collapses the open one first; an incomplete card is blocked until you finish it or use Remove sync to discard it. Saved syncs collapse into a summary showing the app name, Active/Inactive, schedule and sync type, with Edit, Deactivate and Delete in the menu.

Step 3 — Authorize users

Who can actually reach the bot. This step applies whichever sync method you chose.

Rules are built as groups. Conditions inside a group are joined with And; groups are joined with Or. Each condition is a Key (an employee attribute, such as role), a Condition, and a Value.

Available conditions: is equal to, is not equal to, equals (ignore case), is any of, is none of, contains, does not contain, starts with, ends with. The "is any of" and "is none of" conditions accept several values.

Leave the rules empty to authorize on domains alone. A half-finished rule is rejected on save — a rule missing a key, condition or value would match nobody.

Two related policies are shown here read-only, because they're owned by General settings: Only authorize synced users and Block login from personal email domains.

Saving authorization settings does not run a sync. The rules take effect at login and on the next employee sync. To apply them to people who are already in the directory, run a sync.

The saved setup

Once saved, Sync setup shows the configuration read-only: the sync method, your field mappings or utility apps, the additional settings for automated syncs (each shown as On or Off), and the authorization settings.

For automated syncs, each utility-app card's menu carries Sync now — the only way to run a sync on demand. It confirms first, because a sync can be triggered only once an hour per sync; if you're inside that window, the page tells you how many minutes remain.

Employee data

The directory, and the tab every bot lands on.

Two views answer two different questions:

Within either, switch between Active and Terminated, each with a live count. Search and sort across any column to spot-check records, and use Manage columns to show or hide fields — your choices are remembered. Clicking a row opens the full employee record, including fields hidden from the table. In the Synced view, a row's menu also offers Edit user data.

Download employee data exports every employee, Active and Terminated, as an XLSX regardless of the filters currently applied.

Adding employees

Add employees offers two routes: Upload a file for a spreadsheet, or Add manually for one person.

The button is unavailable in two cases: the bot syncs automatically — in which case the sync owns the employee list — or mandatory fields aren't mapped yet. Configure those in Sync setup first.

Upload a file

Before uploading, consider downloading the template — it contains column headers matching your current client field names exactly.

Your file must be:

• .xls, .xlsx, or .csv
• No larger than 10 MB
• A single, non-empty file

The file is checked the moment you select it, so you don't press Save to find out whether it's valid. A verified file shows a green check; a rejected one shows what went wrong. If columns couldn't be matched to your field mappings, fix the file and upload it again.

Save then takes you to that upload's page in Sync history.

Add manually

Enter one employee's details. On a manual bot the form follows your configured field mapping; on other bots it follows the existing record. Fields the sync owns — manager, HR ID and similar — aren't editable here. The manager and HR flags can't be changed here either; they're set by the sync.

Sync history

The audit log for every run, uploaded and automated alike. For uploads it's also where you complete the sync.

Completing an upload

1. Open the run with status Uploaded or Uploaded with errors to see its record-level detail.
2. Review the records. Each row shows its parsed values, with warning icons and tooltips on any field that failed validation. Use the All / No Errors / Errors toggle to isolate problems.
3. Click Save. For a run with errors, a confirmation appears first — proceeding syncs the valid records and excludes the rest. To include them, fix the source file and re-upload.
4. The run moves to Sync in progress, then Successful or Synced with errors. Added, Updated and Terminated counts populate on the run, and the results appear under Employee data.

Until you click Save, the run sits in Uploaded status and nothing reaches the directory. If you re-upload a corrected file, start the sync from the newest run.

Status reference

Automated runs use only the last three, since they have no upload or staging step.

Filters and search

Narrow the list by Sync status (multi-select), Sync type (Excel or API), and Utility app (multi-select, shown when the type is API). Search, sorting and filters are held in the page URL, so a filtered view can be shared as a link.

Run details and downloads

Clicking an Excel run opens its record-level detail, where each row shows its values with warning icons and tooltips for validation errors, and the All / No Errors / Errors toggle isolates problems. For runs still in Uploaded status, this is where you click Save. The uploaded file can be downloaded from either the row or the detail page, with an extra column listing each row's errors.

Fully successful runs don't open a detail page — the sync is already complete, so use the row's Download option instead. API runs have no detail page or download; use the stats columns and the failure reason tooltip.

Troubleshooting

What to check regularly

Watch Sync history to confirm runs happened at the expected UTC hour, that the status is Successful, and that the record counts line up with your HRMS. Also check that no uploads are sitting in Uploaded or Uploaded with errors — those are staged files waiting for someone to open them and click Save.

Automated sync failures

Missing identifier — records without an Employee ID, User ID, or Email are skipped, since they can't be matched or created. Make sure your utility app returns at least one identifier per record.

Pagination error — the run stopped because pagination didn't advance: either the page number or skip token repeated, or three consecutive pages returned no new employees. This is a safeguard against runaway loops. Check the utility app's pagination configuration.

Termination limit — if a sync set to terminate absent employees would terminate more than 50% of the employees it owns, terminations are blocked and the run is marked with errors. Confirm the source system returned the full employee list before re-running. This guard only applies once the owned population exceeds 10, so very small directories aren't protected by it.

Sync now is refused — a sync can only be triggered once an hour. The message tells you how long is left.

HR flags aren't being set — check that Automatically identify HRs is on and that your utility app returns an HR ID for employees. If fewer than half of the HR IDs in the directory match an Employee ID — usually because the source sends the HR's email or a separate internal ID — the HR step is skipped for that run and existing HR flags are left as they were. The same happens when no active employee has an HR ID. The sync itself still completes.

Manual sync issues

Add employees is unavailable — either the bot syncs automatically, in which case the sync manages the employee list, or mandatory fields are still unmapped. Finish the mappings in Sync setup.

File rejected — check the format, the size limit of 10 MB, and that the file isn't empty or corrupt.

Columns couldn't be matched — the file's headers don't line up with your client field names. Download the template, or correct the headers, and upload again.

File uploaded but Employee data hasn't changed — the run is almost certainly still in Uploaded status. Uploading only stages data; open the run in Sync history and click Save.

Validation errors — open the run to see them per record, fix the source file or the field validations, and re-upload. Saving an "Uploaded with errors" run excludes the failing records.

Duplicate value errors on a unique field — uniqueness is checked within the uploaded file, so two rows sharing a value are both flagged even when neither conflicts with existing data.

Authorization issues

An employee is in Employee data but can't use the bot — compare the Synced and Authorized views. Synced means the sync wrote the record; Authorized means they pass the domain and rule checks. Check the rules in Sync setup, and remember they only apply to existing employees after the next sync.