HR-Sync Advanced Configuration

To customise the behaviour of HR Sync, you can open the HR Sync configuration directly from the Integrations page. Go to Settings -> Integrations → HR Sync and click on the settings icon (the small cogwheel) next to your HR integration. This will open the configuration window, where you can specify how employee and location data should be processed.

Automatic Self-Service Activation

You can configure automatic activation of Self-Service for all employees created via HR-Sync. This ensures Self-Service is consistently available across your organization without requiring manual activation for each employee.

Default state of newly synchronized employees

Configure the status that newly synchronised employees are assigned in equipme. This is important if your data source does not provide granular statuses (e.g. Entra ID) or if you want to overwrite them deliberately.

If this setting is not configured, equipme will adopt the employee status from the HR source, which we recommend.

Location Synchronization Control

You can decide whether location data should be synchronized from your HR system:

• If synchronization is enabled: Location data is automatically imported and assigned to employees.
• If synchronization is disabled: You can manage and assign locations manually within Equipme. Additionally, you can define a default location that will be assigned to all new employees created via HR-Sync.

This setup ensures that every employee in Equipme has a location assigned, supporting seamless service and approval workflows - even if your HR system does not provide location data or if you prefer managing locations directly within Equipme.

How HR-Sync helps to refelct larger organizational structures

The following options only apply to companies with subsidiaries or legal entities where grouping employees under a common hierarchy can lead to confusion regarding responsibilities, internal invoicing or approval processes.

When HR-Sync is active, equipme can automatically structure employees based on how they are organized in the connected HR system. Two configuration options control how employees and departments are grouped.

Create Company Groups

When this option is enabled, equipme automatically creates a group for each company entity found in your HR system.

This means:

• Employees are assigned to the correct company group automatically
• Company boundaries remain visible inside equipme
• Structures do not need to be recreated manually
• Cross-company data stays separated and maintainable

Split Groups by Company

Some companies have departments with the same name within different legal entities (e.g. IT, finance, human resources). If these are not clearly separated from each other in the personnel source, they would be combined into a single group – which is usually not the intention.

By enabling Split groups by company, equipme generates distinct groups per coimpany, even if department names are the same.

Example:

Without split	With split enabled
IT (combined)	IT – Company A / IT – Company B
HR (combined)	HR – Company A / HR – Company B

This ensures that employees remain cleanly organized, approval flows remain correct and responsibilities stay transparent.

Microsoft Entra Extension – Manual Group Selection via Object ID

The following options only apply if you are using Microsoft Entra ID as your HR-Sync source.

By default, technical groups from Microsoft Entra ID are not synchronised. If you still want to include certain groups in the synchronisation so that they are created as separate groups in equipme, you can simple add them here. This is useful when:

• Departments are represented as Entra groups and should be synchronized
• If you want to differentiate users in Equipme based on Entra group membership, for example to automatically assign them different self-service tags

You can add one or more Groups by entering their Entra Object ID, found in the ‘Entra group management’ section:

After saving, the HR-Sync automatically consideres the selected groups for the next synchronization.

Important: This setting does not replace or extend HR sync filtering: Employees who are excluded from synchronisation due to filtering will not be synchronised in equipme with this setting. However, employees who are part of the synchronisation and are members of the groups selected here will be automatically assigned to the group in equipme.