Namely + Okta
Automate HR and Identity Management by Integrating Namely with Okta
Keep employee records, access permissions, and identity lifecycles in sync across your HR and IT systems.
Why integrate Namely and Okta?
Namely is your system of record for HR data. Okta is the gateway for secure application access. When employee information lives in silos across these two platforms, IT and HR teams burn hours on manual provisioning, deprovisioning, and reconciliation tasks. Integrating Namely with Okta through tray.ai means every hire, termination, role change, or department transfer in your HRIS is immediately reflected in your identity and access management system.
Automate & integrate Namely & Okta
Use case
Automated Employee Onboarding Provisioning
When a new employee record is created and activated in Namely, tray.ai triggers Okta to provision the user account, assign the right group memberships based on department and job title, and kick off app assignments. The new hire arrives on day one with every tool already waiting for them.
Use case
Instant Access Revocation on Employee Termination
When an employee's status in Namely changes to terminated or inactive, tray.ai immediately triggers Okta to deactivate the user account, revoke all active sessions, and remove group memberships. This closes the security window that opens when offboarding is handled manually.
Use case
Role and Department Change Access Updates
When an employee is promoted, transferred, or changes departments in Namely, tray.ai syncs those changes to Okta — updating group memberships, removing old role-based access, and assigning new application entitlements. Access rights always reflect the employee's current position without manual IT intervention.
Use case
Manager Hierarchy and Delegation Sync
Namely's manager relationships and reporting structure data can be continuously synchronized into Okta to support approval workflows, delegation policies, and manager-based access controls. When reporting lines change in Namely, Okta picks up those changes for governance and workflow purposes.
Use case
Employee Profile Attribute Synchronization
Core HR profile data — job title, cost center, location, employee ID — stored in Namely is continuously pushed to Okta user profile attributes. That identity data powers downstream policy enforcement, reporting, and dynamic group rules within Okta.
Use case
Leave of Absence and Reactivation Lifecycle Management
When Namely records an employee going on extended leave, tray.ai signals Okta to suspend the account without fully deprovisioning it, preserving group memberships and settings. When the employee returns and is reactivated in Namely, Okta restores full access automatically.
Use case
Compliance Reporting and Access Audit Reconciliation
tray.ai can periodically pull active employee records from Namely and cross-reference them with active user accounts in Okta to identify discrepancies — active Okta accounts for terminated employees, missing accounts for active staff, and similar gaps. These reconciliation reports support SOC 2, HIPAA, and ISO compliance audits.
Get started with Namely & Okta integration today
Namely & Okta Challenges
What challenges are there when working with Namely & Okta and how will using Tray.ai help?
Challenge
Latency Between HR Events and IT Actions Creates Security Gaps
When Namely HR events — terminations, role changes — require a manual handoff to IT for Okta updates, there's an inevitable delay. Terminated employees keep active accounts. Transferred employees hold onto access they shouldn't have. That lag is a well-documented source of security incidents and audit findings.
How Tray.ai Can Help:
tray.ai monitors Namely for status and profile changes in real time and triggers Okta actions instantly, bringing the gap between HR decisions and identity enforcement close to zero without any manual intervention.
Challenge
Mapping Namely's HR Data Model to Okta's Identity Schema
Namely stores workforce data in HR-centric structures — departments, pay groups, job levels, employment types — that don't map directly to Okta's user profile attributes and group structures. Translating between these two schemas manually is error-prone and slow to maintain.
How Tray.ai Can Help:
tray.ai's visual data transformation tools let teams build flexible, maintainable mappings between Namely's HR fields and Okta's profile schema, including conditional logic for edge cases like contractors, part-time employees, or multi-department roles.
Challenge
Handling Edge Cases in the Employee Lifecycle
Standard onboarding and offboarding flows are straightforward. The real complexity is in the edge cases: rehires with existing Okta accounts, employees with multiple concurrent positions, international staff with different attribute requirements, workers switching between employee and contractor status.
How Tray.ai Can Help:
tray.ai's workflow branching and conditional logic lets integration builders define custom handling paths for each edge case, so rehires are reactivated correctly, dual-role employees are provisioned appropriately, and no scenario falls through the cracks.
Challenge
Maintaining Sync Accuracy During High-Volume HR Changes
During rapid hiring, reorganizations, or mergers, Namely can generate a high volume of simultaneous employee record changes that all need to be reliably processed and reflected in Okta without data loss, duplication, or race conditions.
How Tray.ai Can Help:
tray.ai's workflow engine handles high-volume event streams reliably, with built-in error handling, retry logic, and execution logging that ensures every Namely change gets processed and synced to Okta even during peak load.
Challenge
Auditing and Proving Compliance for Identity Governance
SOC 2, HIPAA, and ISO 27001 all require organizations to show that access rights are granted based on role, revoked promptly on termination, and reviewed regularly. Manually gathering evidence from Namely and Okta separately is labor-intensive and produces a fragmented picture.
How Tray.ai Can Help:
tray.ai logs every integration event — provisioning actions, attribute syncs, group changes, deprovisioning steps — with timestamps and source data, giving you a comprehensive audit trail that directly supports identity governance reviews and compliance reporting across both Namely and Okta.
Start using our pre-built Namely & Okta templates today
Start from scratch or use one of our pre-built Namely & Okta templates to quickly solve your most common use cases.
Namely & Okta Templates
Find pre-built Namely & Okta solutions for common use cases
Template
New Hire in Namely → Provision User in Okta
Monitors Namely for newly activated employee records and creates a corresponding Okta user profile, assigns the appropriate groups based on department and job title, and triggers application assignments so the employee is fully provisioned before their start date.
Steps:
- Trigger on new active employee record created in Namely
- Map Namely profile fields (name, email, department, title) to Okta user profile attributes
- Create Okta user account and assign to department and role-based groups
- Trigger Okta application assignments based on group membership rules
- Log provisioning event and notify HR and IT via notification channel
Connectors Used: Namely, Okta
Template
Employee Termination in Namely → Deactivate Okta Account
Detects termination status changes in Namely and immediately deactivates the corresponding Okta account, terminates all active sessions, and removes the user from all assigned groups and applications for complete, instant access revocation.
Steps:
- Trigger on employee status change to terminated or inactive in Namely
- Look up matching Okta user account by employee email or ID
- Deactivate Okta user and terminate all active sessions
- Remove user from all Okta groups and application assignments
- Log offboarding event with timestamp for compliance record-keeping
Connectors Used: Namely, Okta
Template
Namely Profile Update → Sync Okta User Attributes
Listens for profile field changes in Namely — job title, department, location, cost center — and pushes those changes to the corresponding Okta user profile attributes in real time, keeping identity data consistent across both systems.
Steps:
- Trigger on employee profile field update in Namely
- Identify which attributes have changed and map to Okta profile schema
- Update Okta user profile with new attribute values
- Re-evaluate dynamic group memberships if department or title changed
- Log attribute sync event for audit trail
Connectors Used: Namely, Okta
Template
Namely Leave of Absence → Suspend and Restore Okta Account
Suspends an Okta user account when a leave of absence is recorded in Namely, then restores full access when the employee's active status is reinstated — no IT involvement needed to manage provisioning configurations during the leave period.
Steps:
- Trigger on employee status change to leave of absence in Namely
- Suspend corresponding Okta account while preserving group and app assignments
- Monitor Namely for return-to-active status event
- Reactivate Okta account and restore previous access configuration
- Notify IT and HR of successful reactivation
Connectors Used: Namely, Okta
Template
Scheduled Namely–Okta Access Reconciliation Report
Runs on a schedule to compare active employee records in Namely against active user accounts in Okta, flags discrepancies like orphaned accounts or missing users, and delivers a reconciliation report to IT and compliance stakeholders.
Steps:
- Scheduled trigger runs daily or weekly
- Fetch all active employee records from Namely
- Fetch all active user accounts from Okta
- Compare lists and identify orphaned, missing, or mismatched records
- Generate reconciliation report and deliver to IT and compliance teams
Connectors Used: Namely, Okta
Template
Namely Department Transfer → Update Okta Group Memberships
When an employee transfers to a new department in Namely, this template removes them from their previous department's Okta groups and adds them to the right groups for their new department, so access reflects where they actually sit in the org.
Steps:
- Trigger on department field change in Namely employee record
- Look up current Okta group memberships for the user
- Remove user from groups associated with previous department
- Add user to groups associated with new department
- Log group membership changes and notify IT of access updates
Connectors Used: Namely, Okta