User Data
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      What is Employee User Data?

      The data that you get out of Hive is only as good as the data you put in.

      User Data is the information we store about your people that allows them to access the right features and means you’ll get the deepest insights from feedback.

      There are certain attributes that we will always need about your users:

      • Unique identifier (this could be an employee number, payroll number etc—so long as there are no duplicates!)
      • First name
      • Last name
      • Email address
      • Locale (so we know what language they need surveys in)
      • Role

      The unique identifier is super important because this lets us know there are no duplicates in your user base. What attribute you want to use as a unique user identifier is always agreed during your onboarding.

      Article content

      1. How to get employee data into Hive?

      2. How is my user data used in the platform?

      3. I’m concerned about handing over all my employees information—can you assure their data is used confidentially? 

      How to get employee data into Hive

      To get the most out of Hive, it’s important to keep your employee data accurate and up to date. We offer four flexible methods to suit different team sizes, tech setups, and admin needs.

      1.   HRIS Integration

      Spend less time managing data. More time acting on it.

      Connect Hive directly to your HR system (HRIS) using one of our 40+ secure and compliant integrations. This is the most automated and low-effort option.

      Why choose this?

      • Real-time sync ensures data is always current.
      • New employees automatically gain access to Hive features (like Open Door and Hive Fives).
      • Perfect for pulse surveys, quick polls, and always-on listening - your data is ready when you are.
      • Ideal for growing organisations or those running recurring surveys.
      2.    SFTP Integration

      A secure file transfer method that offers control and customisation. 

      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.

      Why choose this?

      • One-time setup with Hive Support.
      • Automate regular file uploads (e.g. every 4 weeks before a monthly tracker).
      • Best suited for organisations with complex HRIS setups or multiple systems.
      • Greater control of the structure and content of the data 
      3.     Employee Data Upload via Hive Support

      We’ve got you covered! You don’t need to be a spreadsheet enthusiast to edit or change your user data in Hive. You provide a data file, and Hive Support uploads it for you.

      Why choose this?

      • Best for smaller teams or organisations without dedicated IT resources.
      • Up to 4 uploads per year
      • A reliable, supported solution when automation isn’t feasible, no need for technical setup.
      4.    In-Platform User Management

      Manage employee data directly within the Hive platform. No extra tools needed. Receive a one-time bulk upload during implementation and then you'll have access to edit employee data in our user settings as needed.

      Why choose this?

      • Ideal for smaller organisations with occasional changes.
      • No need for third-party tools, IT support, or file formatting. 
      • Works well if your employee list doesn’t change frequently.

      When you first partner with Hive, our team will guide you through everything you need to know about managing user data during onboarding. We’ll help you choose the best approach for your organisation’s needs.

      How is my user data used in the platform?

      The data you put into the Hive platform lets us compile your employee feedback into useful demographic data (while your people’s identities remain protected!). It’s easiest to think of your data in 2 parts:

      • Structural: “Company”, “Directorate”, “Division”, “Department”, “Location” etc.
      • Demographic: “Gender”, “Age Group”, “Length of Service”, “Contract Type” etc.

      Looking at your data in these two groups lets you start thinking about which demographics or groups you would eventually like to use to filter your employee feedback, so you can dive into the details and really get the most out of your results.

      Remember, the demographic data can only be accessed by people with admin or manager access to your Hive, plus our People Science team!

      I’m concerned about handing over all my employees information—can you assure their data is used confidentially? 🔐

      We know how important it is that your data is secure and confidential, so we put information security at the heart of the Hive platform. 

      Under no circumstance will we ever ask for you to share your data via email or similar—this is an insecure way to share such important information. Check out our Information security statement for more information, or contact either your dedicated CSM, or our Support Team if you’d rather.