Understanding People Management .
A "Person" on the People Management page is made up of one-to-many "employee" records ("employee" record is a generic term for both employees and contractors).
When an employee is created (either via an HR-integration or manually through Thoropass), a corresponding user is created and linked to that employee (this user, however, does not have access to Thoropass unless invited or configured through SSO).
In this simple case below, the "Person" and "Employee" record are interchangeable.
If a new employee record comes through an HR integration with same email address as a manually created employee record, it will overwrite that existing record – any corresponding details about that employee record would be updated per the HR record.
If a new employee record comes through an HR integration with same email address as an existing HR-integration created employee record, it will not impact the exist record, and instead create an additional employee record linked to that same user.
In this more complex case, the "Person" and "Employee" are not quite as interchangeable.
New employee records appearing for the same person often happens as the result of job title changes depending on the various ways that employee records can be configured within the many HR systems supported through our integration.
Most of the time, a job title change or any other changes to the employee record in the HR system will not come through as a new employee record, and will simply update the details of the existing record.
However, in the cases where the record is coming through the integration with a distinct identifier (what we consider "new"), we append the record rather than overwrite it, to ensure that your People table data accurately reflects your HR system.
When an employee record has a different email address, Thoropass will consider it linked to a separate user.
All employee records sharing the same email address will be automatically linked to the same user. This commonly occurs when companies update their email domains, such as changing from "@acmeco.com" to "@acmeandco.com."
Main Benefits of Combining
Combining records offers several benefits:
Accurate Representation of Your Workforce: Avoid duplication and accurately represent your population in the People table, providing clarity and easier management.
Complete Training and Acknowledgment History: An individual might initially complete training under one user record and later, due to email domain changes or other circumstances, complete additional training under a different user record. By combining these records, Thoropass ensures all trainings and acknowledgements are correctly credited, providing a comprehensive and accurate record.
How Combining Works
Automatic Combining
Thoropass automatically combines employee records linked to the same user:
One record is designated as the Primary, and all others become Aliases.
The Primary record is determined based on employment status, creation date, and user access status, ensuring the most relevant, current record is always Primary.
Manual Combining
You can also manually combine employee records associated with different users:
Select two or more employee records from the People table.
Click the Actions button at the top and select Combine.
A preview will display showing the potential results of the combination.
Choose which record to designate as Primary.
Confirm the combination.
Important warnings during manual combining:
Selecting an inactive or deactivated record when an active option exists will prompt this warning:
"You are choosing a primary record that has an inactive employment status or no longer has access to Thoropass. If you use Thoropass Training or Acknowledgements, this person will not receive any future assignments."
Selecting a manually created record instead of an integrated HR record will display:
"You are selecting a manually created record as the primary over a record pulled from an integration. Are you sure you want to do this? This will prevent this record from updating automatically in the future."
Viewing Combined Records
The People table displays the Primary record clearly and succinctly.
When viewing a person's profile, all records (Primary and Aliases) are listed clearly, with tags indicating which record is Primary and which are Aliases.
Impact on Trainings and Acknowledgements
Only the Primary employee record receives new training or acknowledgement assignments.
Aliases' existing incomplete assignments transfer automatically to the Primary record, streamlining your training and acknowledgment management.
Completed trainings and acknowledgements from any Alias are credited to the Primary record and remain there even after unmerging.
All active users linked to any combined employee records can log in to access and complete trainings or acknowledgements.
Background Checks
Background checks completed by any employee within the combined group are visible and associated with the Primary record, ensuring comprehensive visibility.
Uncombining Records
If needed, you can easily separate combined records:
Open the person's profile.
Click the contextual menu (
...) next to "Additional Details".Select Uncombine Records.
Trainings completed while combined remain with the record that was Primary at the time of completion.
Active trainings or acknowledgements previously incomplete for Aliases will be reassigned accordingly.
If you have further questions, please contact Thoropass support for assistance.