# Connect Sapling to Okta > Sync HR data between Sapling and Okta to keep onboarding, offboarding, and access management running without manual handoffs. **Canonical page:** https://tray.ai/connectors/sapling-okta-integrations/ **Sapling connector:** https://tray.ai/connectors/sapling-integrations/ **Sapling documentation:** https://tray.ai/documentation/connectors/service/sapling **Okta connector:** https://tray.ai/connectors/okta-integrations/ **Okta documentation:** https://tray.ai/documentation/connectors/service/okta ## Overview 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. When Sapling and Okta run separately, HR teams update employee records while IT teams manage user accounts on their own schedule — creating dangerous lag times, compliance gaps, and security risks. A new hire might wait days for system access, or a departing employee's accounts stay active long after their last day. By connecting Sapling and Okta through tray.ai, every HR event — a new hire, a role change, a department transfer, a termination — automatically triggers the right identity actions in Okta. Onboarding gets faster and more secure, offboarding becomes airtight, and your directory actually reflects how your organization is structured. IT and HR teams stop burning hours on manual provisioning, and leadership can trust that access policies match real workforce data. ## Use cases ### 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. - Eliminate manual IT provisioning tickets for every new hire - Grant access based on authoritative HR data from Sapling - Reduce time-to-productivity by delivering access before day one ### 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. - Keep Okta group memberships in sync with live org chart data from Sapling - Prevent privilege accumulation by removing outdated access on role changes - Support least-privilege access policies without manual IT intervention ### 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. - Instantly deactivate Okta accounts the moment a termination is logged in Sapling - Reduce security exposure from orphaned accounts belonging to former employees - Simplify compliance audits with synchronized records across HR and identity systems ### 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. - Maintain accurate manager attributes in Okta without duplicate data entry - Support Okta Workflows and access review processes with reliable reporting line data - Reduce errors in approval routing caused by stale manager information in Okta ### 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. - Automatically suspend and restore Okta access around approved leave periods - Reduce security risk from dormant but active accounts during employee absences - Make sure access is ready on the employee's first day back ### 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. - Enforce time-limited access for contractors without manual IT follow-up - Provision contractors with the right application access based on Sapling engagement data - Automatically deactivate contractor accounts on contract end dates ### 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. - Use Sapling HR attributes to drive granular Okta access policies - Reduce IT workload by letting HR data automate application provisioning - Keep access assignments current as employee attributes change ## Templates ### 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. Connectors used: Sapling, Okta ### 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. Connectors used: Sapling, Okta ### 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. Connectors used: Sapling, Okta ### 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. Connectors used: Sapling, Okta ### 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. Connectors used: Sapling, Okta ### 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. Connectors used: Sapling, Okta ## Challenges Tray.ai solves ### 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 helps:** 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. ### 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 helps:** 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. ### 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 helps:** 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. ### 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 helps:** 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. ### 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 helps:** 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. ## Learn more - Intelligent Integration: https://tray.ai/platform/intelligent-ipaas/ - Merlin Agent Builder: https://tray.ai/platform/merlin-agent-builder/ - Agent Gateway for MCP: https://tray.ai/platform/agent-gateway/ - Book a demo: https://tray.ai/contact/