This article describes how to set up and manage the integration between Leapsome and TriNet when Leapsome is your primary source of truth for employee data.
With this integration, you can manage your employee lifecycle—including new hires and profile updates—directly in Leapsome and have those changes automatically reflected in your TriNet account. This eliminates double data entry and ensures your payroll and benefits platform is always in sync with your people enablement platform.
What the integration does
When Leapsome is configured as the source of truth for TriNet, the integration will:
- Provision new hires: Create an employee record in TriNet when a new user is added to Leapsome.
- Sync profile updates: Push changes made in Leapsome (e.g., legal name, location, phone number) to the corresponding record in TriNet.
- Automate data flow: Synchronize data at regular intervals or via a manual trigger.
Before you get started
To ensure a smooth setup, please confirm the following:
- Admin access: You must have 'Super-admin' permissions in Leapsome and 'Full Admin' (or API-specific) access in TriNet.
- You will need to create an API application in the TriNet platform to get a Client ID and Client Secret, as well as your TriNet Company ID.
- Unique identifiers: Ensure that existing employees have matching email addresses in both systems to avoid creating duplicate records.
- Field mapping: Review which attributes you want to sync.
Setting up the Integration
1. Enable and authenticate the integration in Leapsome
Navigate to Settings > Integrations and imports > HRIS Integrations > Outbound Provisioning
- Locate the TriNet tab
- Enter your TriNet company ID, client ID and client secret
- Then, click on 'Authorize'
- Once authorized, the status in Leapsome will update to 'Connected'
Note: If you intend to pull data from TriNet into Leapsome instead, please refer to this article.
2. Map your Attributes
In the integration settings, you can define which Leapsome fields map to TriNet fields.
- Required Fields: ‘First name’ and ‘Last name’ are mandatory locked fields
- Optional Fields: All other fields can optionally be synced/mapped to correct attributes between Leapsome & TriNet
- Custom Attributes: If you have custom fields in Leapsome that need to reach TriNet, ensure they are mapped here
3. Run the Initial Sync
Once mapping is complete, click 'Update' and then click 'Trigger Sync' to run the initial synchronization.
Leapsome will identify users who exist in Leapsome but not in TriNet and suggest creating them. It will also identify existing users in both systems to link them for future updates.
New hire creation details and limitations
You can choose to automatically create new hires in TriNet:
- When it’s enabled, users in Leapsome who do not have a matching employee in TriNet will be created as new hires.
- When it’s disabled, only existing employees will be matched and updated. Your HR Authorizer assigned in TriNet needs to approve new hires. The start date provided must be no more than three days in the past (required by TriNet API).
- New hires are created with an "Incomplete" approval status in TriNet — a TriNet admin must approve them before they become active.
Please note some known limitations:
- As part of current TriNet limitation - only “Male” and “Female” genders can be mapped to TriNet's supported gender codes for outbound sync. Users with other gender values will cause a sync error for that individual user.
- Home addresses can only be set during new hire creation. For existing employees, address changes must be made directly in TriNet.
- Leapsome custom attributes can be mapped to TriNet custom fields. However, custom fields are synced only for existing employees (updates), not during new-hire creation.
Field sync restriction table
Some fields can only be set during new hire creation and cannot be updated afterward. This is shown on the interface with labels per field ("Every sync," "New hire only," "Profile updates").
Every sync (create + update)
- First Name, Last Name, Gender, Birth Date, Job Title, Department, Country, Location, Phone Number, Ethnicity
New hire only (cannot be updated via API)
- Work Email, Hire Date, Supervisor, Standard Hours, Employee Type, Address (all fields), SSN, Postal Code, FLSA Code
Update only
- Marital Status
Revoking integration
If you’d like to disable the integration, click the "Revoke Authorization" button to disconnect the integration and remove all stored TriNet credentials and configuration, as well as stop the automated data sync for your employees.
Frequently Asked Questions
1. How often does the sync run?
The integration runs an automatic synchronization once every 10 minutes. You can trigger an immediate update at any time by clicking 'Trigger Manual Sync' in the TriNet integration settings.
2. What happens if I change a user's department in Leapsome?
The change will be pushed to TriNet during the next sync. Because Leapsome is the source of truth, any manual changes made to the department field inside TriNet may be overwritten by the data in Leapsome during the next sync.
3. Does this integration handle payroll calculations?
No. This integration manages identity and profile data. Payroll calculations, tax withholding, and benefit elections must still be managed within the TriNet platform.
4. How do I handle new hires who aren't starting yet?
If auto-create is enabled and you add a new hire to Leapsome with a future start date, the integration will create the record in TriNet. Depending on your TriNet configuration, they will appear as a "Pending" or "Pre-hire" record until their start date.
5. What happens when an employee is terminated in Leapsome?
Terminated employees in Leapsome will no longer be synced to TriNet, and their records in TriNet must be terminated manually.
6. Can I exclude certain users from the sync?
The sync currently processes all active Leapsome users, and creates/updates their information in TriNet.
7. Where are errors for the sync surfaced?
If there are any errors or warnings raised during the employee sync, they will be listed in the TriNet settings modal and will note which user the error is associated with.