A number of employee or user data points or information items are synchronised between PeopleXD and Access Evo (previously Access Workspace).

This section details what the Members Sync between PeopleXD and Access Evo is, and how it creates and maintains Access Evo Member records based on the Employee records in PeopleXD where PeopleXD is the source-of-truth.

📌Note: Members represent Access Evo users.

PeopleXD user fields syncing with Access Evo

View the fields from PeopleXD that sync with Access Evo in the below table.

PeopleXD field(s)	Type	Tag	Description
Email Address	Conditional		PeopleXD only syncs with Access Evo if the contact type is EMAIL. Note: When PeopleXD is in an Access Evo tab, email syncs by default. When PeopleXD isn't in an Access Evo tab, email doesn't sync by default.
Forename			User forename.
Surname			User surname.
Reports to Manager	Conditional		The manager your employee reports to in PeopleXD.
Job Title, Department, and Location		Access Evo Member Tag	These fields become Access Evo members tags for the member record: Job Title: Job Title Tag Department: Department Tag Location: Office Tag If the member tag reference data such as Business Analyst doesn't exist in Access Evo, it's automatically created.

Already have Access Learning

If you already have Access Learning, to support the Auto-Assignment of Training Courses, up to five additional Org Structure items can be synced from PeopleXD.

This is configured as part of the PeopleXD and Access Learning integration via Hubble.

View the organisation structures from PeopleXD that sync with Access Evo in the table below.

PeopleXD field	Type	Tag	Description
Org Structure Item 1	Customisable	Access Evo Member Tag	The sync creates these customized Access Evo member tags. If the member tag reference data doesn't exist in Access Evo, it's automatically created. Tip: Only Access Evo admins can view the tag.
Org Structure Item 2	Customisable	Access Evo Member Tag	As per Org Structure Item 1 above.
Org Structure Item 3	Customisable	Access Evo Member Tag	As per Org Structure Item 1 above.
Org Structure Item 4	Customisable	Access Evo Member Tag	As per Org Structure Item 1 above.
Org Structure Item 5	Customisable	Access Evo Member Tag	As per Org Structure Item 1 above.

Access Evo organisational role

The sync will automatically assign the user role. You can edit the organisation role if the user requires administrator access to the Access Evo organisation. The roles available are as follows.

Role	Description
User	The User role is assigned to all employees to grant them access to Access Evo and allow them to log in.
XD Admin	The XD Admin role disables certain admin privileges on Access Evo, primarily to remove access to fields that should not be updated when XD is the source of truth. Note: The XD Admin role is only available to PeopleXD in a tab customers.
Administrator	The Administrator role grants full access to Access Evo settings and privileges, this should be granted to super users.
Leaver	The Leaver role is assigned to users as part of the leaving process where you have leaver profiles set up to grant access after an employee's leave date. Note: The Leaver role and process is only available to PeopleXD in a tab customers.

Access Evo member status

The status life-cycle for Access Evo members is as follows.

Status	Description
Added	Members are initially set as added when the user has synced but is yet to log in. Note: When PeopleXD is outside of a Access Evo tab, the added status is not applicable. Users are set as active when synced.
Active	Members become active once they log in for the first time.
Deactivated	Deactivated members are employees processed as leavers in PeopleXD with a leaving date in the past and/or an expired leaver profile. Note: If you remove the leaving date, for example, in a re-joiner scenario, the member status is set to active.

Sync frequency

You have two types of sync, nightly and real-time.

Nightly sync

The sync runs nightly as a batch job. This supports syncing the records with Access Evo members where one of the fields has changed in PeopleXD since the last members sync.

📌Note: Employee records aren't synced if none of the fields that sync have changed since the last time the user record was synced.

Real-time sync

The following changes in PeopleXD trigger the sync to Access Evo members to happen in real-time.

Creation of employee records.
Creation of external user.
Email address changed or added.

Member record creation

See the table below for detail on how the Access Evo member record is created and activated for a new starter on PeopleXD.

PeopleXD in a Access Evo tab

Phase number	Phase name	Description
1	Employee creation	Set up employees in People Management dashboard within PeopleXD.
2	Record sync	The employee record status changes to active if an email address has been added to an existing employee record. Note: If the employee doesn't have an email address, they sync as a Username Account.
3	Invite	Invite triggered from Access Evo if invites are enabled in PeopleXD. If bulk invites aren't configured, you can invite the employee to Access Evo from PeopleXD for an individual user.
4	Employee joins	Employee receives an email invite and clicks the link.
5	Member record update	Member becomes active on Access Evo once the user logs in. This status is also updated to active on PeopleXD.
6	Menu options	If configured, the employee automatically receives a menu profile.

PeopleXD outside of an Access Evo tab

Phase number	Phase name	Description
1	Employee creation	Set up employees in People Management dashboard within PeopleXD.
2	Record sync	The employee record status changes to active.
3	Self registration	When self registration has been configured, a portal user account is automatically set up and an invitation email is sent to the employee.
4	Menu options	If the menu profile matrix is configured, the employee automatically receives a menu profile.