At Ingenium Schools, we aimed to bridge the gap between HR systems and the tools that our staff rely on daily. The challenge was clear: integrate our HRIS with Google Workspace in a way that saves time, reduces errors, and improves the overall experience for new hires and HR teams alike.
Why This Project?
The vision was simple: make key staff information accessible in real-time, without unnecessary manual work. I worked closely with HR, IT, and Knowledge Management teams to get everyone on the same page. Once we shared the vision, it clicked: an interconnected system that ensures staff information is always up to date, effortlessly.
Security First
When dealing with sensitive HR data, security is non-negotiable. We used a service account on Google’s side, only accessible to the script. On the HRIS side, an API key was tied specifically to HR members with access to non-sensitive directory information. This ensured that sensitive data remained protected, complying with directory information policies and law.
Automation at Its Best
The real magic happened when we automated the onboarding process. HR entered a new hire’s start date in the HRIS, triggering a workflow that instantly added the employee to relevant Google Groups, folders, and systems. Within minutes, the new staff member received a welcome email and was fully onboarded into most systems. No more manual data entry for HR—just efficiency and accuracy from the start.
Handling Exceptions with Flexibility
Not everything fits neatly into a workflow, and that’s where the app’s override feature came in. If a staff member needed to be added to specific groups or folders outside the usual process, HR or IT could step in and make those changes in seconds. The system remained flexible while automating most of the tasks.
Integration with Google Workspace
Integrating with Google Workspace was key. Tools like Google Drive and Groups were central to keeping everything running smoothly. Employees were automatically added to relevant teams, and their file access was streamlined. Google Workspace provided the collaborative tools we needed, while the integration ensured everything was synced in real-time.
Website Always Up-to-Date
One of the more overlooked features was how the system kept staff information on our website current. Rather than manually updating static information in WordPress, the system ensured that the staff directory was automatically updated, satisfying compliance requirements from charter authorizers like LAUSD. It was one less thing for the team to worry about.
Results? Mission Accomplished
The project made a real difference. HR no longer had to spend hours onboarding new staff manually. Google Workspace was seamlessly integrated with our HRIS, and we met compliance requirements effortlessly. Most importantly, the entire process saved time and improved efficiency across the board.
By automating these systems, we ensured that staff had access to the right resources from day one, and HR and IT were freed to focus on the tasks that truly mattered. This integration created a better experience for everyone, improved operational efficiency, and ensured that staff data was always accurate and up-to-date.
Special Thanks to Key IT and HR Personnel
This project wouldn’t have been possible without the invaluable support of the following team members at Ingenium Schools:
- Chris Gines, IT Manager: His strategic guidance and technical expertise were instrumental in ensuring seamless integration across systems.
- James Lim, IT Desktop Admin: James played a key role in troubleshooting and supporting the integration of the various tools, ensuring smooth execution.
- Jesse Martinez, HR Generalist: Jesse’s deep understanding of HR processes and his hands-on approach were critical in making the onboarding automation work effectively.
Their dedication and teamwork were crucial in the success of this project, and I’m incredibly grateful for their collaboration.
