[Caqui] Integration of the Employee Database with Progic Manager
- Why integrate the employee database with Progic Manager?
- What information is required?
- Why should the integration be automated?
- Where does the data come from? HR systems as the ideal source
- How to perform the integration?
- Next step: technical alignment meeting
Why integrate the employee database with Progic Manager?
Progic Manager is an internal communication platform that offers multiple channels for delivering messages to the right audience—such as Corporate TV, mobile app, email, among others. The target audience for these communications is typically the company’s employees.
For the platform to operate at its full potential, it is essential that it maintains an up-to-date internal mirror of your organization’s employee database. This integration provides four major benefits:
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Authentication across communication channels
Some Progic channels, such as the mobile app, require employees to log in to access content. In this process, they identify themselves using data such as a national ID or email and authenticate via a validation code. For this login to work correctly, the employee must exist in the platform database.
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Content segmentation
With a registered and enriched employee database in Progic Manager, communications can be precisely segmented. For example, you can send a message only to employees in a specific unit and further refine it to reach only managers within that unit.
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Metrics and reporting
When the employee database is synchronized with the platform, it becomes possible to generate detailed communication metrics—such as audience reach and engagement levels for specific content. These insights are essential for continuously improving communication strategies.
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Automatic content generation
The platform can automatically generate content based on employee data. Across any communication channel (Corporate TV, app, etc.), it is possible to automatically create content such as:
- Birthdays (daily, weekly, or monthly)
- Work anniversaries (1, 5, 10 years, etc.)
- New hires
For this to work properly, the employee database must be up to date and contain the required fields.
What information is required?
To enable authentication, segmentation, reporting, and automatic content generation, each employee record in Progic Manager should include the following fields:
| Field | Requirement | Notes |
|---|---|---|
| PIN (Personal Identity Number) | Strongly recommended | In Brazil, corresponds to CPF |
| First name | Required | Employee identification |
| Last name | Required | Employee identification |
| Social name | Optional | Recommended if managed by HR |
| Social surname | Optional | Recommended if managed by HR |
| Mobile phone | Optional (recommended) | Identification/authentication |
| Work email | Optional (recommended) | Used for identification/authentication |
| Personal email | Optional | Additional contact |
| Unit | Optional (recommended) | Location-based segmentation |
| Department | Optional (recommended) | Area segmentation |
| Job title | Optional (recommended) | Segmentation/qualification |
| Employee ID | Optional (recommended) | Identification/authentication |
| Date of birth | Optional (recommended) | Birthday content |
| Hire date | Optional (recommended) | Tenure and new hires |
| Vacation start | Optional (recommended) | Future use |
| Vacation end | Optional (recommended) | Future use |
| Extra fields | — | Additional rules/preferences |
| Company code | Conditional | Composes unique ID with employee number |
| Show birthday | Optional | True/False |
| Show tenure | Optional | True/False |
| Show vacation | Optional | True/False |
Why should the integration be automated?
Organizations that use Progic Manager typically have a large number of employees, with frequent hires and terminations. Maintaining this list manually (adding and removing employees) can become unfeasible and may cause the database to become outdated.
Therefore, Progic strongly recommends automating the integration by connecting directly to the organization’s internal HR systems.
Where does the data come from? HR systems as the ideal source
Most companies use HR-managed people systems, such as payroll or performance management systems. These systems contain all employees in the organization: full-time employees interns, contractors, freelancers and partners.
These systems are the best data source for integration for two main reasons:
Reliability: since they must meet legal and labor requirements, these databases are always kept up to date—when an employee is hired, they appear automatically; when they leave, they are removed.
Security: by mirroring a reliable database, we ensure that only individuals authorized to access internal communication have access within the Progic platform.
How to perform the integration? Available paths
Progic offers different implementation paths depending on each company’s context and resources:
Path 1 — Implementation by the client (via Progic public API)
Progic provides a documented public API that allows clients to implement the integration flow on their own, without depending on Progic’s development team. This API supports operations to create, update, and delete employee records.
This option is recommended for companies with technical teams that want full control over the integration flow.
Learn How to Use the Employee API Integration
Path 2 — Implementation by Progic
When the client does not have internal technical resources, Progic can take responsibility for developing the integration flow. In this case, the client must provide three pieces of information:
- Source system — which HR or people management system is used to maintain the employee database
- Integration method — most HR systems provide APIs that Progic can consume; the client should confirm this with the vendor
- Access credentials — if integration is API-based, credentials must be provided
Progic has solid experience integrating with several market systems, including:
- Senior HCM
- ADP
- Lugar de Gente
- TOTVS
- SAP
- Sólides
- Convenia
- Among others
Thanks to this experience, a new integration typically takes around 2 weeks to be completed, depending on the integration team’s availability.
What if the HR system does not have an API?
Integration is still possible. Progic can evaluate alternative approaches such as:
- Direct database access
- Automated file sharing (email, FTP, or other channels)
- Other data exchange methods defined jointly
Next step: technical alignment meeting
To start the integration, the recommended approach is to schedule a technical meeting between Progic professionals and the client’s IT team.
During this meeting, the teams will jointly define:
- The best integration approach
- The source system
- The data exchange method
- All necessary technical details
This ensures the project is implemented successfully.