The Human Resources Information System (HRIS) Integration (Add-on) automatically syncs your organization's time-off data with ActivTrak dashboards, giving you complete visibility into when employees are working versus when they're scheduled to be away.
Required: API, SFTP or CSV file upload via your employee system-of-record
Contents
- What is the HRIS Integration (Add-on)?
- What's included
- How Time Off data works in calculations
- Data processing and distribution
- Plans and pricing
- Supported HRIS systems
- Getting started
- Next steps
- Questions?
What is the HRIS Integration (Add-on)?
The HRIS Integration (Add-on) connects your Human Resources Information System (HRIS), Human Resources Management System (HRMS), Human Capital Management (HCM), Workforce Management (WFM), and other similar systems directly to ActivTrak, automatically pulling Time Off data into your dashboards. Instead of wondering why productivity looks low on certain days, you'll see exactly when team members are taking vacation, sick leave, or other approved Time Off.
What's included
- Time Off visibility: View employee Time Off data directly in ActivTrak dashboards, including vacation, sick leave, holidays, and other approved time.
- Seamless dashboard integration: Time Off data is displayed in key dashboards, including Daily Work Metrics and Schedule Adherence. Look for the dedicated Time Off column, which features a magenta dot indicator () next to the duration.
- Multiple HRIS connections: Connect up to 2 HRIS systems with your add-on. Need more connections? Contact a member of your Customer Success Team or our Support Team.
- Automated syncing: Once configured, your Time Off data syncs automatically with ActivTrak. No manual data entry required.
- Company holidays are not imported from your HRIS system. Because holidays are stored centrally by region rather than per employee, they will not appear automatically in ActivTrak dashboards.
How Time Off data works in calculations
Time Off data doesn't affect your core metrics:
- Not included in Digital Time or Work Time calculations
- Averages and work metrics are calculated using active working days only — PTO days are automatically excluded
- Appears alongside your data for context, not as part of performance measurements
For more information on how ActivTrak measures time throughout the workday, see this article.
Data processing and distribution
The system converts all Time Off data to seconds in the database, then uses your account's "hours per day" setting to display the information accurately in dashboards. This means when someone takes a day off, it's properly accounted for rather than appearing as an unproductive day.
Time Off calculation
- For full days: Time Off = 8 hours per day
- For partial days: Time Off = fraction of day × 8 hours
- Daily cap: Hours are capped at 8 hours per day (e.g., the maximum amount of Time Off that can be captured for a single workday is 8 hours, regardless of the user's work schedule or productivity goal)
Note: If the time-off request is submitted in hours for the same start and end dates, the exact number of time-off hours will be honored (capped at 24 hours).
Important notes about data processing
- Only approved Time Off requests are displayed in ActivTrak dashboards
- Specific times of day are ignored - the system focuses on total daily Time Off amounts rather than exact start/end times
- Data syncs daily with a 14-day lookback window to capture any retroactive approvals or changes
- Time Off measurements are normalized to ensure consistent reporting across different HRIS formats
Distribution logic
ActivTrak doesn't track specific start and end times for Time Off. Instead, it displays the total daily amount and utilizes your work schedules to distribute multi-day periods.
- When Time Off spans multiple days, the system uses the employee's saved work schedule to determine which days should count toward the Time Off allocation
- Weekend days are typically excluded unless they're part of the employee's defined work schedule
- The total Time Off amount is divided across the scheduled work days within the requested period, with each day capped at 8 hours
This approach ensures accurate reporting while respecting that Time Off is generally planned around work schedules rather than specific clock times.
Example: If an employee requests 40 hours of Time Off starting Monday, July 21, the system distributes this as 8 hours per day across Monday through Friday (based on a standard Monday-Friday work schedule). Weekend days are excluded unless they're part of the employee's defined work schedule.
Plans and pricing
The HRIS Integration add-on is available for all paid ActivTrak plans.
However, Professional or Essentials Plus plans are required to access advanced reporting features. Contact our Sales Team for specific plan requirements and pricing details.
Supported HRIS systems
The add-on connects to major HRIS platforms, including:
| Platform | Integration Instructions |
|---|---|
| ADP | Open guide |
| BambooHR | Open guide |
| Dayforce (formerly Ceridian) | Open guide |
| HiBob | Open guide |
| Paycor | Open guide |
| Personio | Open guide |
| SAP SuccessFactors | Open guide |
| Trinet HR platform | Open guide |
| UKG Pro Workforce Management | Open guide |
| UKG Ready | Open guide |
| Workday | Open guide |
| All other HRIS platforms | Open guide |
Don't see your HRIS system? Contact a member of your Customer Success team or our Support Team to discuss additional integrations.
Getting started
Existing customers: Please contact a member of your Customer Success Team or our Support Team to add the HRIS Integration add-on to your account and initiate the setup process.
New customers: Ask your sales representative to include the add-on in your ActivTrak package.
Free trial: Existing customers can request a complimentary trial period to evaluate the add-on before committing to a full purchase.
Next steps
After adding the HRIS Integration (Add-on) to your ActivTrak account, the following steps will take place:
- Integration setup: Our team will work with you to configure the connection between your HRIS and ActivTrak
- Reporting: Time Off data will automatically show up in the relevant dashboards and calculations
- Ongoing support: Our Support and Customer Success teams remain available to help with any questions or issues
Important:
To sync PTO data successfully, email addresses or employee IDs must match exactly between your HRIS system and ActivTrak. If identifiers don't match, you'll need to update them in ActivTrak before the integration can link users correctly.
To add or update employee IDs in ActivTrak:
- Manually for individual users: Navigate to the Users page and modify identifiers
-
In bulk using user management integrations:
- Azure AD – Direct integration (requires a Support request to enable syncing user identifiers) or via SCIM integration
- Okta – via SCIM integration
- HR Data Connector – If you don't use Azure AD or OKTA, this option requires using an API
You can export user data from the Users page to see all current identifiers, but note that uploads aren't supported—exports are one-way only.
If you need help determining the best approach for your setup, contact Support.
Questions?
For technical support or questions, contact our Support Team or a member of your Customer Success Team.