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HRIS integration with Vestd

Connect your HRIS platform for faster, smoother equity management

With Vestd, you can connect your HRIS platform directly to your account — no more double entry, no more missed updates.

Once the integration is live, key employee data flows straight into Vestd and is automatically prepopulated at relevant points — like when issuing shares or granting options, updating records or recording someone as a leaver. That means less manual input, fewer errors, and a faster workflow.

This guide explains how to set up the integration, what data is synced, and how to get the most out of it.

📋 Contents:


Connecting your HRIS platform

To get started, head to People > Employees in the left-hand menu.

 

Clicking Connect your HR platform now will take you to APIdeck, the service that links Vestd to your chosen HR system.

From there, select your HRIS platform and follow the provider-specific steps to generate your API key. You’ll usually find it under Configure > Settings > Integrations (or something similar) in your HR system. Once you’ve copied the key, paste it into APIdeck and hit Save.

After the systems connect, you’ll be redirected back to the Employees page — now with your employee data pulled through automatically.


No HRIS? No problem

If you’re not using an HRIS platform yet, you can still import employee data using a spreadsheet.

Click Import from spreadsheet to download a template, fill it out, and upload it back to the Vestd.


💡 Vestd will automatically attempt to match the employees in your upload to existing shareholder records using their name, email address, and NI number. 

If everything lines up, the records will be linked. If something doesn’t match — like a different email address — the platform will flag it for you to review.


What data is shared?

The integration imports key employee fields, including:

  • Full name

  • Email address

  • Residential address

  • NI/Tax number

  • Department

  • Start date

  • Employment type

These details are kept in sync, so you’ll always be working with the most up-to-date information as long as the data is updated on the HRIS platform.

How records are linked (and what happens if they’re not)

Once data is imported, Vestd compares Employee and Shareholder records. If there’s a match, the two are linked, and you’ll see an “Employee record on Vestd” hyperlink on the shareholder record.

If no match is found, Vestd creates a new Shareholder record for the employee (with zero shares), ready to be updated when needed.

This linking is especially useful when issuing shares or options — the platform can pre-fill recipient information based on synced records, saving time and reducing the risk of errors.


Keeping records up to date

When your HRIS is connected, the synced employee fields can only be updated through your HRIS platform. Any changes made there will automatically reflect in Vestd (some integrations sync instantly, others within 24 hours). 

But you can force an update through by clicking ‘Refresh’ on your Employees’ page.

If you need to manually edit an Employee record, you can break the sync by clicking Unlink in Vestd. This allows manual changes going forward (from the Shareholder record page).


Two things to note: 

  • These edits won’t push back to your HRIS platform
  • These changes will be overwritten by future syncs with the data on the HRIS platform (if you choose to re-link the employee)

⭐️ A heads-up: changing a shareholder’s details (like their email address) directly on Vestd won’t update the linked employee record unless the change is also made in the HR system (think of it as a one-way system)

What happens when an employee leaves?

Once an employee’s status is updated in your HRIS platform to show they’ve left the company, Vestd will detect the change — either automatically or after you click Refresh on the Employees’ page.

🚨Note: Updates may be immediate or take up to 24 hours to appear in Vestd, depending on your HRIS provider's sync settings.

You’ll see an ‘End date’ appear on their row in the employee list.

If they have any active share schemes, Vestd will send an email to all Admin users with a heads-up. The message includes a link to the employee’s Option agreement summary page, making it easier to review their details and record them as a leaver.

When you start the leaver process, the leave date pulled in from your HRIS will be pre-filled, so you won’t need to enter it manually

🔗 Need help with this part? See our How to record a leaver on Vestd guide.


Using synced data when creating schemes

When it’s time to create a new share scheme, synced employee records make the process faster. On the Add recipient step, simply select the employee’s name — their details will be pulled in automatically.

The employee’s vesting start date will default to their employment start date, though you can change this if needed. You’ll still need to manually enter the number of shares or options being issued.

🔗 Need a step-by-step? Here’s how to design an option scheme on Vestd.

⭐️ Note: This is currently available for EMI, Unapproved, CSOP and Growth Share schemes

And there you have it — HRIS integration with Vestd, made simple.

We’re continuing to expand this functionality, so stay tuned for future updates.

Need support?

If you have any questions, our dedicated Customer Success team is here to help: support@vestd.com

Not onboard yet? Hop on a call.


Our team, content and app can help you make informed decisions. However, any guidance and support should not be considered as legal or financial advice.