Preparing for IRIS Identity (Okta) - what you need to do (admin)

We are soon transitioning to our new identity management solution, IRIS Identity (Okta), to improve security, features, and overall user experience. As part of this change, adjustments are required for how you and your company interact with Staffology HR.

Actions to prepare for IRIS Identity

The steps you need to take depend on your current setup:

• Existing API users: You have existing API users set up in your system

• Single Sign-on (SSO) users: You use Single Sign-On

• IRIS Identity users: You are an existing IRIS Identity user

• Standard password and username users: You sign in with a standard username and password.

• Integrated HR software: Your HR software integrates with IRIS Earnie, IRIS Payroll Business, or another IRIS Desktop Payroll product

• Custom login screen: You use a custom login screen that was not created using the Custom Login Screen Builder.

Recreating existing API users

What you need to do

If someone or your company can access the API via a role, assigned through their Set Rights, or you have setup an integration with another system (Synel, Qlearsite) that uses the API, you must:

1. Recreate your API users using our dedicated API management area.

2. Share the new API user credentials with any connected systems.

3. Once successfully tested, delete the old API user.

This does not apply to the integration between Staffology HR and Staffology Payroll.

If you have already created your API users via System Tools > Utilities > Company > API Users, no action is required.

Identifying users with API access

To identify your users with API access, email us at productteam-staffologyhr@iris.co.uk (opens in a new tab/window). We are happy to help.

If certain users no longer require API access, remove their API Set Rights permissions.

Recreate your API users by 31 January 2025

To ensure continued access, create your new API users by 31 January 2025. Failure to do so may result in the denial of API access.

Single Sign On (SSO)

If your company currently implements SSO in to Staffology HR, you must federate your directory with IRIS Identity to allow employees to use their company credentials to sign in to the system.

Steps for IT departments

• Share this help article with your IT department.

• Ask them to follow the instructions detailed on the Federating with IRIS Identity topic on our IRIS Identity help centre.

Provide your SSO credentials by 31 January 2025

To ensure continued access, email your SSO credentials to our Product team at productteam-staffologyhr@iris.co.uk by 31 January 2025.

Failure to do so will result in all employees using SSO being denied access to Staffology HR.

Next steps: transitioning to IRIS Identity

Once your SSO is successfully configured, on the 25 February 2025, we will transition to IRIS identity, and your new SSO credentials will activate. For any issues on the day, contact Customer Support.

Existing IRIS identity users

What you need to do

If you currently sign in to one of IRIS's cloud products using IRIS identity (IRIS BioStore Portal, IRIS Elements, IRIS ParentMail, IRIS Reach, Staffology Payroll):

• Retain your username and password.

• From 25 February 2025, sign in to Staffology HR using your existing credentials.

You do not need to do anything, you will have automatic access on 25 February 2025. For any issues on the day, contact Customer Support (opens in a new tab/window).

Standard username and password users

If you currently sign in to Staffology HR using a username and password, no actions are needed.

• We will securely transfer your credentials.

• Continue accessing Staffology HR as you currently do.

IRIS Earnie, IRIS Payroll Business, and other IRIS Desktop Payroll Products

If your HR software integrates with IRIS Earnie, IRIS Payroll Business, or another IRIS desktop payroll product that requires a username and password, you must create a new integration user via the API management area in Staffology HR.

After creating your API user credentials, configure the integration and enter the credentials into IRIS Earnie, IRIS Payroll Business, or any other IRIS desktop payroll product you are using.

Custom login screen

Some companies use custom login screens created before the introduction of the Custom Login Screen Builder. As a result, the move to IRIS Identity may visually affect these screens.

If this applies to your company, we recommend updating your screen using the Custom Login Screen Builder before February 25 to ensure a smooth transition for your employees.

We are here to help

Our team is ready to support you through this transition. Do not hesitate to reach out to us at productteam-staffologyhr@iris.co.uk with questions or for assistance.

Thank you for your cooperation as we upgrade to IRIS Identity.