Directory sync

Directory sync keeps the company's People directory current without anyone typing people in. It reads your HR system or identity provider through a connection you made on the Integrations page, adds the people it finds, keeps their titles, departments and managers up to date, and marks people who left. Agents then always know who does what and whom to ask.

It works with Google Workspace, Microsoft 365, BambooHR and Deel. Directory sync is part of the Growth and Scale plans. On Starter, import people from a CSV file instead (see the People directory guide).

Company admins, and account owners and admins, set it up. Everyone who can read the directory sees the Directory sync card and what each run did.

Before you start: connect the source

Directory sync reads through a connection of this company, always with your own app or key, so Everdeck never holds more access than you gave it. Connect the source on the Integrations page first:

• Google Workspace (Google Workspace Directory): a service account with domain-wide delegation and the email of an admin to act as, or your own Google OAuth app signed in as an admin. Either needs the Admin SDK API and the read-only user and organizational unit scopes. The connect screen lists every step.
• Microsoft 365 (Microsoft 365 Directory): your own Microsoft Entra app registration, single tenant, with the application permission User.Read.All and admin consent. To sync only one group, add GroupMember.Read.All too.
• BambooHR: your existing BambooHR connection. Its user needs access to employees' job information.
• Deel: your existing Deel connection, with the people:read scope.

Add a directory sync

1. Open People and, on the Directory sync card, select Add a directory sync.
2. Under Connection, choose the connection to read.
3. To sync only part of the source, fill in its filter: a Google organizational unit (such as /Sales, with every unit under it), a Microsoft Entra group ID (members of nested groups included), or a BambooHR or Deel department or location. Leave it empty to sync everyone.
4. Choose which of the source's fields fill Title, Department, Team, Location and Timezone. Choose Not synced to leave a field to people here.
5. Leave Managers from the source ticked to take each person's manager from the source.
6. Under Run every, choose how often it runs: every hour unless you choose otherwise, and at most every 15 minutes.
7. Select Add. The first run starts within a minute.

What a run does

Each run reads the source's active people and brings the directory in line:

• Someone new is added. Someone the sync already keeps is matched by the source's own ID for them, then by work email, so a person you added by hand or imported from a CSV file is taken over by email rather than added twice. An employee ID you typed in is never used to match: when someone else here already has the source's ID for a person, the run leaves both alone and lists it.
• A person linked to an Everdeck sign-in with a different email isn't changed, so the source's person never takes over someone else's place. The run lists them: correct the email in the source or in the directory.
• Their name, work email and employee ID, and the fields you chose, are written from the source. Their responsibilities stay yours to edit, and so do their working notes, location and timezone unless the sync fills them.
• Managers are set once everyone is in. A manager that would make two people report to each other, directly or through others, is left as it was, and the run lists it.
• Someone the source stops listing is marked as left after two runs in a row miss them, so a single bad answer from the source never removes anyone. Someone the source still lists is never marked as left, even when the run couldn't change them.
• A person kept by SCIM provisioning or by another directory sync is never changed. The run counts them as kept by another source and lists them under Runs.
• When your identity provider provisions someone's sign-in over SCIM, SCIM keeps their row, even one this sync brought in: the sync lets go of it and leaves it alone from then on, and their title, department and manager come from your identity provider.

A synced person shows a badge naming the source in the directory, such as "From BambooHR". In their Edit dialog, the fields the sync keeps are read-only: change them in the source, and the next run brings the change here.

A directory holds up to 5,000 people. A run that would add more skips the rest and lists them, and a source with more than 5,000 people in its filter stops with a note to narrow the filter. Each run may take up to 10 minutes.

When a run waits for you

One run never marks more than a fifth of a sync's people as left. When more are missing, usually because a filter or the source changed, the sync shows Waiting for you and marks nobody.

1. Check the source and the sync's filter. If the filter is wrong, select Edit, fix it and save: the people come back with the next run.
2. If they really left, select Confirm leavers, then Confirm leavers again to mark them as left.

Run, change and stop a sync

On the sync's row:

• Run now runs it within a minute, without waiting for its schedule.
• Runs lists the recent runs: how many people were added, updated, marked as left, skipped or kept by another source, and why, with the name and work email of up to 50 people a run couldn't add or change. Runs are kept for 90 days.
• Edit changes the filter, the fields it fills and how often it runs.
• Turn off stops it; Turn on starts it again.
• Remove deletes the sync. The people it brought in stay in the directory as if you had added them by hand, and become editable here again.

If the account moves to a plan without directory sync, every sync shows Paused and the people stay. Syncing carries on when the account is on Growth or Scale again.

Invite synced people to the Portal

Directory sync never invites anyone on its own. When people it brought in have no way into the Portal yet, the card says how many, with Invite to Portal:

1. Select Invite to Portal.
2. Select Invite to Portal again to confirm.

Each person gets the usual Portal invitation by email; someone who is already in the account gets the Portal at once. Up to 100 people are invited at a time, and the account can send up to 500 Portal invitations an hour. When the limit stops a batch, invite the rest again an hour later.