Overview
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 Sysarb's SFTP server on a schedule, which Sysarb then picks up and imports into your domain.
How it works
Your HRIS (or IT team) generates a structured export of employee data on a schedule
The file is delivered to Sysarb's SFTP server
Sysarb picks up the file and imports the data into your domain
Prerequisites
Before setup can begin, confirm the following:
You have admin access to your HRIS, or IT support available to configure a scheduled export
Your organisation can connect to an external SFTP server (check with IT if unsure)
You have worked through the Sysarb salary file template to understand which fields are available in your HRIS and how they map to Sysarb's required fields
A Sysarb integration request has been submitted and assessed
Step 1 — Prepare the export file in your HRIS
Work with your HRIS administrator or vendor to configure a scheduled data export with the following specifications:
File format: CSV (.csv) or JSON, UTF-8 encoding Delivery: SFTP push to Sysarb's server (details in Step 2)Schedule: As agreed during assessment (e.g. nightly at 02:00)
Key requirements for the file:
One row per employee
The unique employee ID must remain consistent across all future exports. If an employee's ID changes between exports, Sysarb will treat them as a new employee, resulting in duplicates
The employee ID must also remain consistent across exports. Changes to this value can result in duplicate employment records
Column headers are recommended to match the field names in your HRIS export — this makes the field matching step (Step 4) significantly easier
Date format: YYYY-MM-DD
Empty fields should be left blank, not filled with placeholder values (e.g. "N/A")
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.
Step 2 — Connect to Sysarb's SFTP server
In the Sysarb interface, navigate to Settings → Integrations and select Integrations as your import method. From the list of available integrations, select SFTP-server.
You will be taken to the Authentication screen. Enter the following connection details:
Field | Value |
File extension | .csv |
URL |
|
Port | 2022 |
Username | Provided by Sysarb |
Password | Provided by Sysarb |
Click Authenticate. If the connection is successful, you will see a confirmation message. Click Continue to proceed.
If authentication fails, double-check the credentials provided by Sysarb and ensure your network allows outbound connections to sftp.sysarb.app on port 2022.
Note: If the customer prefers, it is also possible to use a customer-hosted SFTP server instead, where Sysarb fetches the file rather than receiving it. If this is relevant for your setup, raise it during assessment.
Step 3 — Profile
On the Profile screen, you can optionally give this integration a title — useful if you have or expect to have multiple integrations set up (e.g. to tell them apart by source system or data type). This can be edited later.
Click Continue.
Step 4 — Match fields
On the Match fields screen, you map the columns from your SFTP export file to the corresponding fields in Sysarb.
The left column shows the fields detected from your file
The right column shows the Sysarb fields to map them to
A warning icon (⚠️) indicates a required field that has not yet been mapped
A green checkmark indicates a successfully mapped field
Clicking on a Sysarb field shows a Data preview on the right, including a description of what the field expects and a preview of the value from your file
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, please refer to your customer success contact, or Sysarb support.
Once all available fields are matched, click Add integration.
Step 5 — Test run
Before go-live, a test file is delivered and the import is validated:
Sysarb confirms the file was received and processed successfully
You review the imported data in Sysarb and confirm it matches your expectations
Any discrepancies in field mapping or data quality are resolved before the integration is marked as live
Step 6 — Go-live
Once testing is signed off:
The scheduled export runs automatically going forward
Any changes to the file format or field mapping must be communicated to Sysarb in advance
Responsibilities
Area | Responsible party |
SFTP credentials and endpoint | Sysarb |
Export configuration in HRIS | Customer / HRIS vendor |
Scheduled file delivery to SFTP | Customer / HRIS |
File format specification | Sysarb |
Field matching in Sysarb UI | Customer, with Sysarb support as needed |
Technical testing | Sysarb |
Business validation | Customer |
Ongoing export monitoring | Customer / HRIS |
Troubleshooting
Issue | Who to contact |
File not delivered / missing | Customer / HRIS administrator |
Import failed in Sysarb | Sysarb support |
Incorrect or unexpected data | Customer (check source data) — Sysarb support if mapping issue |
SFTP connection error | Customer IT team, then Sysarb support if unresolved |
For questions during setup, contact Sysarb support at [email protected].