Importing via SFTP offers a secure and structured way to send your employee data to Hive automatically. With a one-time setup supported by Hive, your data is transferred at regular intervals (you choose how frequently) so it’s always up to date.
It’s a great choice for organisations that want more control over when and how data is shared, or where a full HRIS integration isn’t available. Once set up, the process runs in the background with minimal ongoing effort from you and removes the need for any time-consuming data import admin tasks.
Article content
- What is SFTP
- What’s the benefit when using features like surveys or Hive Fives?
- Why would I use SFTP?
- Can I automate the data transfer?
- What kind of data does SFTP transfer?
- Is it easy to set up?
- Setup Guide
- Getting Started
- Setting Up the Connection
- File Mapping and Activation
- Final Checklist
What is SFTP?
SFTP stands for Secure File Transfer Protocol. It’s a safe and encrypted way for your organisation to share files with Hive, such as employee data for surveys.
Think of it like a secure digital tunnel. When you’re sending sensitive information (like employee lists or department structures), SFTP makes sure it gets to Hive privately and safely, without the risk of it being intercepted.
You’d use SFTP (instead of regular file sharing methods) when you need a secure and reliable way to transfer important data.
What’s the benefit when using features like surveys or Hive Fives?
Having accurate, up-to-date data improves how you target surveys, manage Open Door channels, and recognise employees. SFTP ensures that teams, managers, and demographics are always current, which means more relevant insights.
Why would I use SFTP?
If your HR systems don’t match exactly how you want to structure reporting or feedback in Hive, especially if you use multiple HRIS platforms, SFTP is a great way to send a tailored employee data file to Hive in a secure, consistent way.
Can I automate the data transfer?
Yes! Most HRIS platforms or IT teams can schedule automatic SFTP uploads, daily, weekly, or monthly so your employee data stays up to date in Hive without needing to do it manually each time.
What kind of data does SFTP transfer?
Only what’s included in the file you send. This gives you full control and privacy, letting you decide exactly what employee data Hive receives - no more, no less.
Is it easy to set up?
Yes! You can configure SFTP transfers directly in the Hive platform, with one-time setup support from our team if needed.
Setup Guide
This guide walks you through setting up a secure file transfer (SFTP) connection between your employee data and Hive HR, enabling automated syncing of data. It includes simple steps you can take to kick off the process, plus detailed setup information.
Getting Started:
While the SFTP setup involves technical configuration, HR teams play a critical role in coordinating the process.
Here’s what to do:
Step 1: Understand what data you’ll need:
- Ensure you have the required employee data fields available (e.g. name, email, department).
- Choose your file format (e.g CSV)
- Decide your upload frequency (e.g. weekly or daily).
- The filename should be called employees.csv or employees.json.
Step 2: Check your HR system’s export capabilities
- Can your HRIS export or schedule reports in the required format?
- Can it include all required fields?
- If unsure, involve your HRIS provider or internal admin.
Step 3: Engage your IT or Data Team
- Pass this key info to your technical team:
- Hive HR hosts the SFTP server.
- You will need help automating the export and transferring the file securely.
- You’ll likely be using SSH key-based authentication to connect (HRIS depending)
Step 4: Assign Ownership
- HR/People team: Ensures correct fields and values in the data.
- IT team: Handles SFTP configuration and file transfer setup. Feel free to introduce Hive Support to this team to aid in the set up of the SFTP.
Technical Setup Guide
Prerequisites
Before connecting you’ll need:
- The SSH public key used for secure authentication (other types of credentials are available)
- Authentication Username
Connection details:
-
- Send the file to sftp://sftp.kombo.dev, on port 22, to the root directory ("/").
- Expected filename: employees.csv or employees.json
Setting Up the Connection
- Access Hive’s Integrations Page
- Go to Settings > Integrations in Hive HR and select SFTP.
- If you don’t have permission, contact your Hive administrator or Hive Support.
- Select Credential Type
- Choose the SSH key or other credential type your SFTP client will use.
- If your method isn’t listed, select “Option not listed” and Hive will try to support it.
- Use the provided Details to Configure the Transfer:
- Authenticate using your provided username and SSH key.
- Send the file to sftp://sftp.kombo.dev, on port 22, to the root directory ("/").
- Use employees.* as the file name. We currently support both JSON and CSV as file formats (name your file employees.json or employees.csv respectively).
- Click Set up integration. Your SFTP credentials will be added to the SFTP server (provided you used a known credential type), and you can start sending data.
- Hive will register the connection if your credential type is supported.
File Mapping and Activation
- After your first file is received, Hive will complete a one-time data mapping process.
- This step is done manually and reviewed by Hive’s team.
- No action is required on your end unless Hive reaches out for clarification.
- Once approved, the data sync begins automatically.
Final Checklist
|
Task |
Owner |
|
Confirm data format and frequency with Hive HR |
Platform Admin (HR) |
|
Identify export method in HRIS |
Platform Admin (HR) & HRIS admin |
|
Set up file export with required fields |
HRIS admin |
|
Generate SSH key and configure SFTP connection |
IT Team |
|
Automate file export and transfer |
IT Team |
|
Set up integration in Hive and test |
Platform Admin (HR) & IT Team |
|
Wait for mapping and sync confirmation |
Hive HR |