What is the SFTP integration?
Kudoboard’s SFTP integration allows enterprise customers to seamlessly sync their user data with their HRIS (Human Resources Information System). By uploading a file to our secure SFTP server, you can ensure that your user data remains up-to-date with your HR system. This feature automates the process of data synchronization, reducing manual efforts and minimizing errors. Our robust SFTP integration is designed to handle large data volumes securely, providing a reliable and efficient way to keep your user information current and accurate.
How to set up the SFTP integration
1. Prepare your file
File information
- The file type should be CSV, the name can be anything you like.
- The file should include a header row containing the column names, but the names themselves don’t matter since our import process relies on column order.
- Once the integration is set up, column order and date format must remain consistent.
Columns
The default order of the columns is as follows. If you require something that can’t conform to this, reach out to sftp@kudoboard.com and we can figure out how best to accommodate your needs.
- Employee ID
- First name
- Last name
- Birthday
- You can exclude the year if you like. We remove it during import.
- Work start date
- Manager Employee ID
- Status
-
activeorinactiveare the valid values - You can skip this column if you want to consider any user missing from the CSV to be
inactive
-
Column requirements
Kudoboard requires the employee ID, email, first name, and last name columns. The employee ID must be a persistent value that will always be associated with the same employee and will never be reused. It does not necessarily need to match the unique ID that’s used during SSO sign in.
Birthday, work start date, and manager employee ID are required if you intend to use our automation feature (How Does the Automations Feature Work?). The status column can be skipped if you want to consider any user not included in the CSV to be inactive. In that case, any users missing from the spreadsheet will be archived at the end of the import process.
Excluding columns
If you want to exclude any column data in the middle of the list (e.g. skipping birthday), you’ll need to include the column in the header row and just add an empty value in each individual user row.
When excluding columns at the end of the list (e.g. status), you can exclude from both the header row and the user rows.
2. Get your user set up
We can set up your SFTP user authentication through either username/password or public key authentication.
Public key authentication
Send us your public key at sftp@kudoboard.com and we can get started setting up your user.
User name/password
If you’d prefer username/password for authentication, reach out to sftp@kudoboard.com to start getting set up. We can share credentials via Dashlane if you already use it or find another mechanism to share the information.
3. Test file upload (optional)
If you prefer, you can send us a test file to the <username>/upload-test directory with a few records (real or fake) to test against your existing Kudoboard tenant or a temporary test tenant that we set up.
4. Production file upload
Using the credentials received during step 2, upload your users file to the <username>/upload directory on the SFTP server and reach out to us when you’re ready for us to import. Once that has succeeded, we’ll check for new files on weekly cadence and import when a newer file is discovered.
If you need a different import cadence, run into any issues, or have any questions, please reach out to us at sftp@kudoboard.com.