The People directory lists the individuals in your organization who are using your software. This includes all your employees, and (where applicable) contractors and external partners. The People directory may also include non-human identities, such as service accounts.
In addition to basic details (such as name and email address), each person profile can include supporting information, such as department, employee ID, cost centre, email aliases and groups.
You can use this information to automate onboarding and offboarding processes so that employees have access to the apps they need.
Sources of people data
The primary source of information for the People directory is your Identity Provider (IdP), such as Google Workspace, Okta, JumpCloud or Microsoft Entra ID. You can also connect Trelica to an HR system (such as BambooHR or HiBob) to supply additional data, such as employee start and termination dates.
Trelica populates the People directory by combining information from all available sources (including any other app integrations) and matching on email address. If your IdP provides email aliases, these are also used. For example, if an individual has two email addresses, Trelica will use both of them to associate app data with their person profile.
The People Settings page allows you to control how person data is populated.
Set lifecycle sources for start and termination dates
Understanding whether a person is active or terminated is fundamental for automating onboarding and offboarding processes. In Trelica, the "lifecycle source" identifies the system that is the source of truth for whether a person is active or terminated - usually in the form of employment start dates and termination dates.
By default, the lifecycle source is set to the first IdP that you connected to Trelica. If you set up Trelica using the Quick Start wizard, you will have connected your IdP as part of that process.
Depending on where you store individuals' start dates and termination dates, you may need to update the lifecycle source. Typically start dates and termination dates are supplied by an HR system, such as BambooHR or HiBob. Alternatively, that data may be sent from your HR system to your IdP.
To view your lifecycle source(s), select Admin > Settings > People and then expand the Lifecycle source section. If required, you can change the lifecycle source to an HR system or another IdP: select the system that is the source of truth for start dates and termination dates from the list.
You can have multiple lifecycle sources. This is particularly useful if you have several systems that provide user data. For example, your HR system may only supply employee start and termination dates, while your IdP provides this information for contractors and external partners.
If individuals' start and termination dates are not available from the lifecycle source(s), Trelica will consider other data points as follows:
- A person will be marked as active if any of the following are true:
- any lifecycle source specifies a start date, or
- a start date is set manually on the person’s profile, or
- any lifecycle source indicates that the person is active.
- A person will be marked as terminated if any of the following are true:
- any lifecycle source specifies a termination date (they will be terminated after this date), or
- a termination date is set manually on the person’s profile, or
- all lifecycle sources indicate the person is deactivated.
Prioritize person profile sources
If you have connected multiple sources of people data to Trelica, there may be inconsistencies between those systems. For example, a job title may be listed differently in different apps.
By default, Trelica prioritizes sources based on the number of entries in each. You can override this behavior and define a custom priority order for these data sources from the People Settings page: navigate to Admin > Settings > People, expand Person profile sources and select Use custom priorities. Reorder the list as required.
Person type
Your organization's processes may vary depending on whether someone is an employee, a contractor, an external partner or a service account. For example you might onboard a contractor differently to an employee, and you would not want to run a standard termination process when a service account is deactivated.
For each individual in the People directory, Trelica records whether they are an employee, contractor or external partner based on the following:
- If any of your person profile sources provides the person type, this information is used to set the correct value in Trelica. In this case, an individual's person type cannot be edited from Trelica.
- If person type information is not supplied for an individual, Trelica applies a number of rules to determine the correct type for those individuals. You can then override the result manually by editing an individual's person profile.
Configure rules to define person type
If person type is not supplied by a person profile source, Trelica applies a number of rules to determine the correct value. By default:
- Individuals with an email address that matches one of your registered domains are considered employees.
- Individuals whose email address does not match one of your registered domains are considered contractors if a line manager or employee ID is supplied.
- Individuals whose email address does not match one of your registered domains and who do not have a line manager or employee ID are set to "External".
You can modify this logic from the People Settings page: navigate to Admin > Settings > People, expand Person type rules. From here you can add custom rules and disable any of the default rules.
You can use custom rules to set person type based on:
- Membership of a particular user group for a relevant app.
- Google Workspace Organization Units.
- Email address format.
For example, if service accounts are usually created with an email address in the format app-name.service@example.com
, you could create a custom rule to set all user accounts with an email address that matches all email addresses containing .service@example.com
to person type "Service account".
Any custom rules are applied sequentially before any active default rules.
Example email rules
Example logic | Rule |
All emails containing .service@example.com
|
\.service@example.com |
All emails containing .service@ or .admin@
|
\.service@|\.admin@ |
All emails starting with ext-
|
^ext- |
Domains
Certain systems (like Google Workspace or Microsoft Entra ID) formally confirm domains that are owned by your organization. You can view the list from Admin > Settings > Organization. If a domain you own is missing from this list, please contact support@trelica.com.
By default, if a person's email address does not belong to one of your domains, the person is assigned the "External" person type.
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