This guide walks through the steps required to set up an SFTP-based data integration between your HR system (HRIS) and Sysarb. Once active, your HRIS will automatically deliver an employee data file to an SFTP server on a schedule, which Sysarb then picks up and imports into your domain.

This guide is intended for customers who have already completed the integration assessment and confirmed that SFTP is the right integration path for their setup. If you are still exploring your options, please refer to our integration assessment guidance before proceeding.

Important — if you have existing data in Sysarb: If employee data has already been imported manually, make sure that the unique employee IDs in your HRIS match those already in Sysarb. A mismatch will result in duplicate employee records.

Before setup can begin, confirm the following:

Work with your HRIS administrator or vendor to configure a scheduled data export with the following specifications:

Key requirements for the file:

If your HRIS does not support direct SFTP delivery, your IT team may need to set up a script or middleware to handle the file transfer.

In the Sysarb interface, navigate to Import Data via the side menu and select Integrations as your import method. From the list of available integrations, select SFTP-server.

You will be taken to the Authentication screen. First, choose who should host the SFTP server:

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​Sysarb-hosted

Self-hosted

Choose how you want to upload data to the SFTP server:

​SFTP delivery (recommended)

Manual upload in Sysarb

Under SFTP configurations, select your File extension (.csv or JSON).

Your credentials are generated automatically:

⚠️ Copy and save your password before clicking Continue. The password will be hidden after leaving this page and cannot be recovered — only regenerated.

Share the connection details with your HRIS administrator or IT team. Click Continue.

Under SFTP configurations, fill in the following fields manually:
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Click Authenticate. If successful, click Continue.

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If authentication fails, double-check the credentials and ensure your network allows outbound connections from Sysarb to your SFTP server.

To regenerate credentials, navigate back to the integration configuration in Sysarb.

⚠️ Regenerating credentials immediately invalidates the old ones. Any active SFTP delivery using the old credentials will fail until your HRIS or IT team updates their configuration.

On the Profile screen you can:

⚠️ Disabling "Decrypt uploaded files" will erase the current keys and block access to any existing files.

Click Continue.

On the Match fields screen, you map the columns from your SFTP export file to the corresponding fields in Sysarb.

Note: The data preview requires the cache layer to be loaded. If you see a "Try again later" message, use the ⋮ menu and select Refresh data. At initial setup there may be a short processing delay — this is expected. Try again after a few minutes.

Work through the list and select the matching field from your export for each Sysarb field. If you need guidance on required vs. recommended fields, refer to your customer success contact or Sysarb support.

Once all available fields are matched, click Add integration.

Note: Once the integration is active, you can return to the field mapping at any time by navigating to Import Data, locating your integration, clicking the ⋮ menu, and selecting Matched fields.

Once you have completed field matching and clicked Add integration,

Once testing is signed off:

Reach Sysarb at [email protected] or directly in the interface. If you are in an active implementation, your customer success contact is also available to help.