HelloID & UltiPro

Download the flyer here to learn how HelloID integrates with UltiPro to streamline your user account lifecycle management and provisioning processes. Or, read on below.

Connect Ultipro with HelloID

Manually managing user accounts and network access rights consumes significant amounts of your IT staff’s bandwidth. Through a connection with HelloID, the information in UltiPro provides your organization with the perfect foundation of data to fully automate this process. With HelloID, you can eliminate wasted time, money, and resources by unlocking the full capabilities of your UltiPro software.

How can you efficiently leverage UltiPro with HelloID?

By integrating HelloID and UltiPro, any changes made in UltiPro are automatically detected by HelloID and implemented across the network according to the configured procedures. Examples of these changes and processes for employees are:


  • Based on the information provided, UltiPro can create a user account in (Azure) AD with the proper group memberships. Depending on the position of the new employee, they can have access rights created in various other systems as well (e.g., SAP, TOPdesk). Tools4ever has over 150 interfaces with multiple target systems.


  • If user account access rights are altered within the network (e.g., role changes, promotions, transfers, employee address/name change), the included authorization model in HelloID is automatically consulted, and access rights are granted or revoked accordingly


  • User accounts are deactivated in phases and associated employees in the organization become informed.

Main advantages of a HelloID & UltiPro connection

A new employee can become immediately productive by linking UltiPro to the user accounts within the network. These changes are implemented quickly and consistently according to an organization’s specific configuration.

On the first day of work, an account is generated for the new employee and they can start work with access to the resources required to perform their job function. HelloID relies on a job matrix for role-based access control (RBAC). This means that a new hire will immediately get the correct access rights and privileges that are associated with their job duties. If that changes, HelloID automatically adjusts the employee’s authorizations accordingly.

Bidirectional connection

HelloID’s integration with UltiPro is a two-way connection. Information can be both read and written. An example of this could be the email address of an employee or a phone number that was generated by HelloID. HelloID can also write back email addresses and login names (UPN) to UltiPro that users can create and manage.

Security / auditing


Preventing the accumulation of rights, or “permission bloat”, is one of the most important reasons to implement an identity management solution. Over time, employees slowly gain more access than what is required to do their job. Especially with manual management, new authorizations are added but the old are never removed. The accumulation of these access rights can create many auditing problems. HelloID Provisioning ensures that these access rights are correctly managed and additional rights are granted/ revoked to provide the correct level of access at any given time.


News of departures can often reach IT slowly. This communication error can often lead to orphan accounts (i.e., accounts without an associated, active user that still maintain access rights to resources and data). These accounts pose a risk to your organization, leaving it vulnerable to security breaches and contributing to network pollution and resource drain. With HelloID, the orphaned accounts can be easily identified and removed.

Return on investment (ROI)

In many organizations, it takes (at minimum) 30 minutes to create, adjust, and delete user accounts. By connecting UltiPro with HelloID, the required effort of the system administrator and/or helpdesk employee becomes virtually zero once configured. This can help your organization in saving countless hours of wasted time and can also free up your IT department to work on more impactful projects.

Greater communication leads to greater efficiency

Leveraging UltiPro’s data opens up all kinds of opportunities for an organization, like a better communication system. You can configure automatic email notifications for all parties relevant to a process, which keeps everyone in the loop. For example, IT can utilize the manager-employee relationship to inform managers of new user account creation and other relevant details like start/contract dates or specific employee info. Similarly, the correct people receive notice in the event on an employee departure. Ensuring everyone stays informed about personnel changes keeps operations smooth and efficient.

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