Sapling + Okta
Automate Employee Lifecycle Management by Integrating Sapling and Okta
Sync HR data between Sapling and Okta to keep onboarding, offboarding, and access management running without manual handoffs.
Why integrate Sapling and Okta?
Sapling is a people operations platform that centralizes HR workflows, onboarding, and employee data. Okta handles identity and access management. Together, they cover the full employee lifecycle — from provisioning access on day one to revoking it when someone leaves. Integrating the two eliminates the manual handoffs between HR and IT, so identity and access decisions are always based on accurate, current people data.
Automate & integrate Sapling & Okta
Use case
Automated User Provisioning on New Hire
When a new employee record is created in Sapling, tray.ai automatically creates a corresponding Okta user account with the correct group memberships, application assignments, and profile attributes. The new hire arrives on day one with everything they need — no IT ticket required. Role, department, and location data from Sapling drive the exact access profile configured in Okta.
Use case
Real-Time Role and Department Change Sync
When an employee's role, title, or department is updated in Sapling, tray.ai immediately updates their Okta profile and adjusts group memberships and application access. Employees get the right tools for their new position and lose access to systems that no longer apply. No manual coordination between HR and IT needed.
Use case
Automated Offboarding and Account Deactivation
When an employee's status is updated to terminated in Sapling, tray.ai triggers an immediate Okta deactivation workflow that suspends the user account, removes application assignments, and revokes active sessions. This closes the window of risk between an HR-recorded termination and IT action — a common security and compliance gap. Audit logs from both systems can be correlated for full traceability.
Use case
Manager and Reporting Line Synchronization
Sapling maintains up-to-date manager and organizational hierarchy data that tray.ai continuously syncs to Okta user profiles. This keeps Okta's directory aligned with your actual org structure, supporting accurate delegation policies, approval workflows, and access reviews. When a manager changes in Sapling, their direct reports' Okta profiles are updated automatically.
Use case
Leave of Absence Access Suspension
When Sapling records an employee going on extended leave, tray.ai can automatically suspend their Okta account for the duration and reactivate it on their return date. Company systems stay protected while employees are out, and access is ready when they're back. No manual tracking or IT calendar reminders required.
Use case
Contractor and Contingent Worker Lifecycle Management
Sapling tracks contractor start and end dates, and tray.ai uses those dates to drive time-bound Okta account provisioning and expiration. When a contractor's engagement is recorded in Sapling, an Okta account is created with appropriately scoped access and automatically deactivated when the engagement ends. Contractors get the same lifecycle rigor as full-time employees.
Use case
HR-Driven Okta Group and Application Assignment
Custom fields maintained in Sapling — job family, work location, cost center, employment type — can be mapped to Okta group memberships and application assignments through tray.ai. HR defines access policies indirectly by keeping employee metadata accurate, without IT having to manage individual access requests. Any change to a relevant field in Sapling triggers the appropriate Okta update.
Get started with Sapling & Okta integration today
Sapling & Okta Challenges
What challenges are there when working with Sapling & Okta and how will using Tray.ai help?
Challenge
Access Provisioning Delays for New Hires
When HR manages Sapling and IT manages Okta independently, new hires frequently run into access delays because IT has to wait for HR to pass along hire details before provisioning can start. That manual handoff creates a frustrating first impression and lost productivity right when it matters most.
How Tray.ai Can Help:
tray.ai monitors Sapling for new employee activation events in real time and automatically triggers Okta provisioning the moment a profile is ready, eliminating the manual handoff entirely and getting access delivered before the employee's start date.
Challenge
Orphaned Accounts After Employee Terminations
When offboarding is handled manually across Sapling and Okta, there's always a chance a terminated employee's Okta account stays active because an IT request was delayed or missed. Orphaned accounts are a serious security and compliance problem, especially if the former employee still has access to sensitive SaaS applications.
How Tray.ai Can Help:
tray.ai connects Sapling termination events directly to Okta deactivation workflows. The moment HR records a termination, the corresponding Okta account is suspended, sessions are revoked, and access is removed — no delay, no dependency on manual IT action.
Challenge
Data Inconsistency Between HR Records and Identity Directory
Over time, employee records in Sapling and user profiles in Okta drift apart as updates made in one system don't make it to the other. Stale job titles, wrong manager attributes, and outdated department assignments in Okta undermine access review accuracy, approval routing, and compliance reporting.
How Tray.ai Can Help:
tray.ai creates a continuous, event-driven sync between Sapling and Okta so every profile update in Sapling is immediately reflected in Okta. The daily reconciliation template also catches and corrects any residual drift, keeping both systems in alignment.
Challenge
Complex Field Mapping Between HR and Identity Schemas
Sapling and Okta use different data models and field naming conventions, which makes mapping HR attributes to the correct Okta user schema fields harder than it should be — especially when organizations use custom Okta attributes or complex group membership rules. This slows integration projects and leads to provisioning errors.
How Tray.ai Can Help:
tray.ai's visual workflow builder has a flexible, no-code field mapping interface that lets HR and IT administrators define exactly how Sapling attributes translate to Okta schema fields, including custom attributes, conditional logic, and dynamic group assignment rules.
Challenge
Contractor and Non-Employee Access Governance
Contractors, consultants, and temporary workers are often managed inconsistently — tracked in Sapling but outside standard IT provisioning processes. The result is contractors with too much access, or accounts that persist long after an engagement ends, creating both security and audit exposure.
How Tray.ai Can Help:
tray.ai extends the same lifecycle automation applied to full-time employees to contractors by reading engagement start and end dates directly from Sapling. Time-bound Okta accounts are created and automatically deactivated on schedule, so contractors get appropriate, limited access with no manual tracking required.
Start using our pre-built Sapling & Okta templates today
Start from scratch or use one of our pre-built Sapling & Okta templates to quickly solve your most common use cases.
Sapling & Okta Templates
Find pre-built Sapling & Okta solutions for common use cases
Template
New Hire Sapling to Okta User Provisioning
Automatically creates a new Okta user account when a new employee profile is activated in Sapling, mapping HR profile fields to Okta user attributes and assigning the correct groups and applications based on role and department.
Steps:
- Trigger on new employee profile activation event in Sapling
- Map Sapling profile fields (name, email, role, department, location, manager) to Okta user schema
- Create the Okta user account with the mapped attributes
- Assign the new user to the appropriate Okta groups based on department and role logic
- Send a confirmation notification to IT and HR with provisioning details
Connectors Used: Sapling, Okta
Template
Sapling Termination to Okta Offboarding Workflow
Triggers an immediate Okta account deactivation and session revocation sequence the moment an employee termination is recorded in Sapling, so there's no gap between HR action and identity lockdown.
Steps:
- Trigger on employee status change to terminated in Sapling
- Locate and validate the corresponding Okta user account by email
- Revoke all active Okta sessions and clear refresh tokens
- Deactivate the Okta user account and remove application assignments
- Log the offboarding action and notify IT security and HR operations
Connectors Used: Sapling, Okta
Template
Sapling Profile Update to Okta Attribute Sync
Keeps Okta user profiles up to date by syncing employee attribute changes from Sapling — including title, department, manager, and location — in real time whenever a profile update is saved.
Steps:
- Trigger on employee profile field update event in Sapling
- Identify which fields have changed and map them to corresponding Okta user attributes
- Update the Okta user profile with the new values
- Evaluate whether group membership changes are required based on updated role or department
- Apply any required Okta group adds or removes and log the sync event
Connectors Used: Sapling, Okta
Template
Sapling Leave of Absence to Okta Account Suspension
Automatically suspends an employee's Okta account when a leave of absence is approved in Sapling and schedules reactivation for the expected return date, with an IT alert if the return date changes.
Steps:
- Trigger on leave of absence approval event in Sapling
- Retrieve leave start and end dates from the Sapling record
- Suspend the employee's Okta account on the leave start date
- Schedule an automated reactivation task for the return date
- Notify IT operations of the suspension and the expected reactivation date
Connectors Used: Sapling, Okta
Template
Contractor Onboarding and Time-Bound Okta Access
Provisions a time-limited Okta account for contractors when their engagement is recorded in Sapling, automatically deactivating the account on the contract end date without any manual IT follow-up.
Steps:
- Trigger on new contractor profile creation in Sapling with an end date present
- Create a scoped Okta user account with contractor-specific group memberships
- Set a scheduled deactivation task tied to the Sapling contract end date
- Execute automatic Okta account deactivation on the scheduled date
- Notify the contractor's manager and IT of the access expiration
Connectors Used: Sapling, Okta
Template
Daily Sapling-Okta Directory Reconciliation
Runs a scheduled daily comparison between all active Sapling employee records and Okta user accounts to identify discrepancies, orphaned accounts, or missing users, then flags or corrects them automatically.
Steps:
- Retrieve a full list of active employee profiles from Sapling
- Retrieve a full list of active user accounts from Okta
- Compare the two datasets to identify mismatches, missing accounts, or orphaned Okta users
- Automatically create or deactivate accounts where discrepancies are found, or flag for human review
- Generate a reconciliation report and deliver it to IT and HR stakeholders
Connectors Used: Sapling, Okta