Rippling Integration Setup

Integrating Rippling with Ruddr provides numerous benefits as outlined in the Rippling Integration Overview article. To install the Rippling integration, simply follow the steps below. Note that you must be a Ruddr Workspace Admin to install integrations in Ruddr. Additionally, the member setting up this integration must also be Rippling administrator.

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Step 1: Install the Ruddr App in Rippling

Installing the Rippling integration involves the installation and configuration of the Ruddr application from within the Rippling App Shop. This installation can be initiated from within Ruddr or from within Rippling.

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Initiating the Installation from Ruddr

To get to the Integrations area of Ruddr, simply click on the Settings main nav bar option and then select the Integrations menu option (see Integrations for more information). The Integrations screen is separated into two sections which are Active Integrations and Available Integrations. If you have yet to set up the Rippling integration, it will be listed in the Available Integrations section. Simply click on the Install button at the bottom of the integration widget (Figure 1). This will redirect you to Rippling, where the installation will continue at Step 2 - Configure Ruddr App in Rippling.

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Initiating the Installation from Rippling

In Rippling, navigate to the App Shop. A link to the App Shop can typically be found towards the bottom of the left navigation menu in Rippling (Figure 2). Once in the App Shop, you can either search for “Ruddr” or you can find Ruddr listed under the Collaboration > Productivity category (Figure 3). On the Ruddr app overview page in Rippling, click on the Connect Account button (Figure 4) to begin the installation. The installation can now continue with Step 2 - Configure Ruddr App in Rippling.

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Step 2: Configure Ruddr App in Rippling

As a next step in Rippling, you will need either proceed with installing the Ruddr app as a Ruddr workspace administrator or designate a specific Ruddr admin for the installation (Figure 5). If you are a Ruddr admin, specify that you will install it and click the Continue button at the bottom-right of the screen to proceed to authorize the Ruddr app.

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Permissions Authorization

Upon indicating that you are a Ruddr administrator, you will be prompted (Figure 6) to authorize Ruddr to access specific Rippling information. Review the permissions, then click the Authorize button at the bottom of the screen.

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Application Access Rules for Your Organization

Upon authorizing Ruddr to read information for your organization, you will be prompted (Figure 7) by Rippling to assign access to people within your organization. Choose the option that best applies for your organization and click the Continue button to proceed. As a secondary step in establishing access to the Ruddr app in Rippling, you will need to specify (Figure 8) at what point the access should take effect. Choose the appropriate option for your organization and click Continue to proceed.

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Finalize the Installation / Connection in Rippling

After authorizing access to the Ruddr app in Rippling, you will be prompted (Figure 9) to finalize the connection. Click on the Continue button to proceed and be redirected to Ruddr if you do not have an active Ruddr session in your browser. After establishing an active, logged-in session in Ruddr, you will be redirected to Rippling to complete the process there. You can either wait for the installation to complete (Figure 10) or click the Continue button to go directly to the Ruddr app management page in Rippling. With the Ruddr app installed and configured in Rippling, it is now time to configure the integration in Ruddr: Step 3 - Configure the Rippling integration in Ruddr.

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Step 3 - Configure the Rippling Integration in Ruddr

There are a number of Rippling configuration settings in Ruddr, available from the Settings screen (Figure 11).

• Member Settings
• Time Off Settings
• Imported Data
• Sync Settings
• Manage Integration

This screen is immediately available after finalizing the installation of the Ruddr app in Rippling and is accessible by clicking the Settings button on the Rippling integration widget (Figure 12) on the Integrations screen in Ruddr workspace settings once the integration is enabled. The following sections will cover each of these groups of settings.

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Member Settings

In the Member Settings section (Figure 13), you can specify how you want the integration to manage Ruddr workspace members and relevant member data fields. Clicking the Change Settings button will open the Member Settings drawer (Figure 14). The following Member Settings are available:

• Invite Created Members - by default, the integration is set to create new workspace members in Ruddr but not send invitations to those members. By toggling this setting to On, the integration will automatically send invitations to Ruddr members when they are created by the Rippling integration. Note that when members are created in Ruddr, their Security Role is set to the default Security Role in the workspace.
• Create Billable Members - by default, Ruddr members that are created by the Rippling integration are set as non-billable workspace members in Ruddr. Changing this to On will configure all newly created Ruddr members as billable in your workspace.
• Update Member Status - This setting controls whether or not the integration will automatically update a Ruddr member’s status (Active or Inactive) based on the employee status in Rippling. If an employee in Rippling is terminated, and this setting is set to On, the integration will automatically deactivate the member in the Ruddr workspace. Conversely, if an inactive employee in Rippling is reactivated, or a new employee is created, the integration will set this member’s workspace status to Active in Ruddr. By default, this setting is set to Off.
• Update Member Active Dates - enabling this setting will ensure that the Rippling hire date and termination date will be used as the Ruddr member’s active date and inactive date, respectively.
• Update Member Name - sync the employee name from Rippling to Ruddr members.
• Update Job Title - this setting allows the integration to sync an employee’s job title from Rippling to Ruddr members. If the Job Title does not exist as a record in Custom Data, then Ruddr will create the Job Title record.
• Update Manager - if the email of the employee’s manager maps to a Ruddr member, the manager will be set on the employee’s member record.
• Update Internal ID - enabling this setting will sync the employee’s Rippling employee ID to the Internal ID field on the member profile in Ruddr.
• Update Member Email - if you want to keep the email address used in Rippling as the member’s email in Ruddr, set this setting to On.
• Member Mapping - This setting controls how the integration maps Rippling employees to Ruddr members. Provided your workspace members use the same email address in both systems, you can leave this set to Automatic. Setting this to Manual requires you to manually map Rippling employees to Ruddr members. The default setting is Automatic.

NOTE: In order for Ruddr to create a member, an email address must be found in Rippling. There are multiple email values on an employee record in Rippling; the email must be entered on the “Work Email” field in order to be used by Ruddr in creating a member. When Ruddr is set to automatically map members with Rippling, the Member Settings section (Figure 13) will present a Preview Members button. Clicking this button will open up the Member Matching drawer (Figure 15), which will display the Ruddr member and email address in the left column, and the Rippling employee and email address in the right column. In this drawer, you will be able to see the following:

• Successfully mapped members
• Members found in Ruddr but not in Rippling
• Members found in Rippling but not in Ruddr

When automatic mapping is set, the integration will automatically create a Ruddr member when a Rippling employee has no corresponding member in Ruddr. When you select to manually set the Member Mapping, the Member Settings section (Figure 13) will display an Edit Mappings button. Clicking the Edit Mappings button will present you with a Member Mappings drawer (Figure 16) that will allow you to map each member in Ruddr to the corresponding employee in Rippling.

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Time Off Settings

In the Time Off Settings section (Figure 17), you can specify how you want to manage time off time entries from Rippling. The following Time Off Settings are available:

• Import Start Date - Setting this date establishes the first date of time off requests that Ruddr will import from Rippling. You may prefer to import time off time entries beginning on the date the integration is setup.
• Create Time Off Types - The default setting is On. In this case, the integration will map time off types between the two systems when the time off type name is identical. If no match is found, the time off type will be created in Ruddr and the time off entry will be imported. If this setting is switched to Off and the integration does not find a matching time off type, the time off entry will not be imported.
• Update Time Off Notes - Ruddr will sync any description associated with a time off request in Rippling as Notes on the time entry that gets created. If you do not want these notes to be available on the time entries in Ruddr, you can change this setting to Off.
• Time Off Type Mapping - In Ruddr and Rippling, you can specify the types of time off available to employees. For example, you may allow employees to enter Vacation, Sick Leave, or Holiday time. The integration allows for Rippling time off types to be mapped to Ruddr time off types. Setting this to Manual will allow you to control the mappings between the two systems. The default setting is Automatic.

When the integration is set to automatically map time off types with Rippling, the Time Off Settings section (Figure 17) will present a Preview Time Off Types button. Clicking this button will open up the Time Off Type Matching drawer (Figure 18), which will display the Ruddr time off type in the left column and the Rippling time off type in the right column. In this drawer, you will be able to see the following:

• Successfully mapped types
• Time off types found in Ruddr but not in Rippling
• Time off types found in Rippling but not in Ruddr

When you choose to manually set the Time Off Type Mapping, the Time Off Settings section (Figure 17) will display an Edit Mappings button, as shown below (Figure 19). Clicking the Edit Mappings button will present a Time Off Type Mappings drawer (Figure 20) that will allow you to map each time off type in Rippling to any time off type in Ruddr. Note that multiple Rippling time off types can be mapped to a single Ruddr time off type. This allows you to consolidate multiple Rippling time off types into a single Ruddr time off type. It also provides for a level of data privacy in that what might otherwise be sensitive time off information can be represented in Ruddr as any time off type you choose.

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Imported Data

The Imported Data section (Figure 21) of the Rippling integration settings shows statistics about the data that has been synchronized from Rippling to Ruddr. This section also provides a mechanism to delete time off entries that have been synched from Rippling. Clicking the Delete Time Off Entries button will present a dialog (Figure 22), asking you to confirm that you want to delete time entries synched from Rippling.

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Sync Settings

Next, configure the sync settings. To do this, click the Change Settings button in the Sync Settings section (Figure 23). Clicking the Change Settings button will open the Sync Settings drawer (Figure 24). From this drawer, you first specify whether or not you want the sync process to run on an automatic schedule. Although the default setting is Off, you most likely will want this setting turned On. When turned on, Ruddr will sync with Rippling on an hourly basis. Next, you choose whether or not you want Members synchronized to Ruddr as part of this integration. Finally, you specify whether or not you want approved time off requests in Rippling synched to Ruddr time off entries. Note that from the Sync Settings section (Figure 23), you can also initiate a manual sync by clicking on the New Manual Sync button. At this point, your Rippling integration is configured and ready to go. But, there are a couple of other areas of the Rippling integration to point out.

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Manage Integration

The Manage Integration section provides two buttons. Setup SSO opens the SAML page for the Ruddr app in Rippling and is covered in Set Up Single Sign-On. Clicking Reauthorize Connection opens a confirmation dialog. Reauthorizing the connection is only required if there is a connection issue or if the Rippling administrator that initially configured the integration can no longer access the Ruddr app within Rippling. Before reauthorizing, remove the Ruddr application from Rippling.

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Latest Sync Results / Sync Logs

At the bottom of the Rippling integration settings screen, you will find a log of sync results (Figure 25) for both Manual and Automatic syncs. Clicking on a row in the log will display the details (Figure 26) regarding that synchronization. Viewing these logs can assist the Workspace Admin in evaluating the Ruddr records that have been created by the sync as well as information related to the Member mapping and the Time Off Type mapping.

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Set Up Single Sign-On

If your organization uses Rippling as an identity provider, your members can log in to Ruddr with their Rippling credentials. This requires that the Identity and Access Management module is available in Rippling. Installing the integration creates the Rippling authentication provider automatically, so you do not need to add it manually. To begin, click the Setup SSO button in the Manage Integration section of the Rippling integration settings. This opens the SAML page for the Ruddr app in Rippling, where you will be asked for an Entity ID and an Assertion Consumer Service URL (ACS URL). Both values are available on the Rippling authentication provider in Ruddr. Click on Settings in the main nav bar, select Authentication, open the action menu on the Rippling provider row, and choose SAML Settings (see SAML Settings and Entity ID / ACS URL). Copy the Entity ID (Issuer) and Assertion Consumer Service URL values into the matching fields in Rippling. The SAML Settings drawer also provides a login URL you can use to test the provider before you set it as the default authentication provider for your workspace.