Syncing existing HR employees to Benefits – Ciphr

This guide shows you how to send existing HR employees to Benefits for the first time using the manual process from the Not Syncing tab within Benefits Management.

You will need to use this process to sync starters added via Add New Employee (Personal Details Only).

Note: New starters added via the Add new employee workflow with Create Benefits Record toggle enabled do not need this step as they sync automatically.

There is no eligibility flag to toggle in Personal Details when viewed outside of the starter workflow - the act of syncing them from Benefits Management is what brings them into the integration.

(Optional) Open the employee's Personal > Personal Details > Employment Details tab and pick a Benefits Level. You can also leave this blank and assign it from Benefits Management before or after syncing.
Go to Data Management > Benefits Management and view the Not syncing tab
Use the search bar to narrow down if needed, then tick each employee you want to send. Use the header toggle to select all rows in the current filter
Click Sync. The Confirm Sync dialog tells you how many employees are about to be sent

Press Sync in the dialog to confirm

On success, a confirmation appears and the grids refresh. The employees will move to either In progress or, if the Benefits platform responds immediately, Successful.

If anything is wrong with a record they will appear under Failed - click on the row to view the sync history and reason for the failure.

What happens behind the scenes: first sync uses the employee's email address to check whether a Benefits account already exists. If it does, HR links to the existing account; if not, a new account is created. From then on, all updates use the linked Benefits account ID.

Note: The Create Benefits Record switch is deliberately hidden on the Personal Details page. This is intentional: once a record is being synced, ordinary HR users cannot stop the sync from there. Removing someone from active benefits coverage is handled through the leaver workflow, not by toggling sync off.

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