Why use SFTP?
Compatibility
Works with almost all major HRIS systems
Automation
Enables automated and secure updates of employee data
Security
SSH encryption protects data in transit
SFTP user secure shell (SSH) encryption to protect your data in transit, making it a trusted solution for securely sending and receiving files between systems.
Who should complete the setup?
We recommend that this part of the setup is completed by your IT integration team or someone who:
- IT integration managerPerson with the necessary access and privileges in the HRIS system
- Preppio Administrator accessAdministrator access in Preppio or close collaboration with someone who has it
- HRIS Data Export featureAbility to configure data export and integrations in HRIS
Tips: If you are unsure who in your organization has the necessary access, check with your IT department or HRIS system administrator.
Recommended CSV headers
Include the following column headings (the order does not matter):
Private_EmailBusiness_EmailFirst_NameLast_NameFull_NameEmployee_IDStart_DateLast_DateSick_leave_start_dateNational_identity_numberPrivate_PhoneBusiness_PhoneManager_IDBuddy_IDHRBP_IDCountryRegionCustom_Tag_1Custom_Tag_2Minimum required: first_name, last_name, full_name, at least one email address, at least one phone number, start_date and end_date.
Create customized report in HRIS
Configure the HRIS system to generate and export employee data
- 1Start by creating a customized report in HRIS
- 2Include basic identifiers: employee_id, first_name, last_name, full_name
- 3Add contact details: private_email or business_email, phone
- 4Include important dates: start_date, end_date, sick_leave_start_date
- 5Add stakeholder roles: manager_id, buddy_id, hrbp_id (if applicable)
Generate and format CSV file
Export employee data to correctly formatted CSV file for Preppio
- 1Export one or more employee records to CSV file
- 2File type: Must be UTF-8 encoded
- 3File name: Can be any alphanumeric name (eg employee_records.csv)
- 4Separators: Use either comma (,) or semicolon (;)
- 5Include recommended CSV headers for optimal compatibility
Select primary key
Define unique identifier for correct matching of employee records
- 1Employee ID - Best choice when importing from HR system with unique IDs
- 2Business Email - Useful if employee IDs are not available
- 3Private Email or Phone Number - Ideal for pre-boarding
- 4The primary key must remain consistent across future imports
- 5Helps avoid duplicate entries and ensures correct updates
Map CSV fields to Preppio
Configure field mapping between CSV headers and Preppio fields
- 1Map minimum required fields: First Name, Full Name, Email
- 2Configure date fields: Start Date, End Date, Sick Leave Start Date
- 3Assign contact information based on communication channels
- 4Include stakeholder IDs for workflow functionality
- 5Field order does not matter - mapping is done during setup
Configure SFTP export
Set up automated delivery to Preppio via SFTP
- 1Delivery method: Select SFTP in the HRIS system
- 2SFTP Address: Enter the address provided in the Preppio application
- 3Authentication method: Select Password
- 4Password and User ID: Use credentials from Preppio integration setup
- 5Export frequency: Every 12 hours or daily
Test before full launch
Verify the integration with a small group of employees
- 1Run test sync with few employees before full rollout
- 2Verify that the file is formatted correctly
- 3Check that all required fields are mapped
- 4Verify that the integration works end-to-end as expected
- 5Proceed with full deployment once the test is successful
CSV examples
Example 1: Basic CSV
Business_Email,First_Name,Last_Name,Full_Name,Employee_ID,Country,Start_Date johndoe@yourcorp.com,John,Doe,John Doe,8151658,United States,01-10-2022 janesmith@yourcorp.com,Jane,Smith,Jane Smith,7124590,Canada,01-11-2022
Example 2: Extended CSV with optional fields
Private_Email,Business_Email,First_Name,Last_Name,Employee_ID,Manager_ID,Custom_Tag_1 john.private@gmail.com,johndoe@yourcorp.com,John,Doe,8151658,55443322,NewHireUSA
Best practice
- Include both private and business contact information for better accessibility
- For pre-boarding, private emails and phone numbers are important
- Upload the file before the next scheduled sync
- Always test with a small group before full rollout
Troubleshooting
SFTP connection problems
Verify SFTP address, username and password from the Preppio integration setup.
CSV format error
Ensure UTF-8 encoding and correct punctuation. Check that all required fields are included.
Field mapping issues
Verify that the CSV headers map correctly to the Preppio fields during the import process.