1️⃣ Sync your employees

📚 Step 1 of Your Riot activation journey.

For Riot to reach your employees, it first needs to know who they are. Sync imports the list of your employees from your directory and keeps it up to date automatically: new joiners and leavers are taken into account without you having to do anything.

💡 Prerequisites:

Administrator access to Riot, and being signed in to hub.tryriot.com;
a directory administrator account (Google, Microsoft, Slack or Okta): this is the account you will use to authorise the connection. If you don't have one, ask your IT team to complete this step with you.

❶ What is sync for?

👉 What it gives you

A list of employees that is always up to date, with no manual entry.
Your groups and the way your teams are organised (managers, departments), to target your sends and read your results team by team.
The option to send Riot messages through your employees' messaging app (Slack, Teams or Google Chat) rather than by email. You will make this choice at step 4.

👉 The information retrieved

For each employee: last name, first name, email address, language, time zone, manager, department, photo and groups (if you enable their sync, see ❸). Riot only retrieves what is filled in in your directory.

👍 Good to know: Riot only asks for read-only rights on your directory. Riot cannot change anything in it.

👉 Compatible directories

Google, Microsoft, Slack and Okta. If you don't use any of these tools, you can import your employees with a CSV file or add them one by one: see ❹.

❷ Connect your directory

👉 Step 1: Open the Settings -> Workforce tab

In the left-hand column of your screen, click Settings. At the top of the page, click the Workforce tab.

👉 Step 2: Choose your directory

Find your tool in the list (Google, Microsoft, Slack or Okta) and click the Connect button next to it.

👉 Step 3: Authorise the connection

A window from your provider (Google, Microsoft, Slack or Okta) opens. Sign in with your directory administrator account, then accept the permissions requested. You are then taken back to Riot automatically.

👍 Good to know: on Google, you can use a dedicated account that only sees part of your directory. See Create a Google Workspace account with restricted directory access.

👉 Step 4: Choose automatic or manual sync

Automatic (recommended): Riot updates your list of employees every 24 hours.
Manual: the list is only updated when you start a sync yourself.

With automatic sync, you can also set a delay (1 day, 1 week or 1 month) before a new joiner is added to Riot, to give them time to settle in.

👉 Step 5: Choose the default language

It only applies to employees whose language is not filled in in your directory.

👍 Good to know: you can connect a second directory. It completes the information of employees who are already there (a missing photo or manager, for example), without adding new ones.

❸ Choose who is synced

Before starting the first sync, specify what Riot should retrieve.

👉 Step 1: Open the configuration

Still in Settings > Workforce, click Configure. Two independent sections appear: Employees and Groups.

👍 Good to know: the two sections are independent. You can sync all your employees without retrieving your groups, or sync only some of your employees while retrieving all your groups.

👉 Step 2: Choose the employees to sync

In the Employees section, there are three options:

all employees in your tenant;
only the employees in the groups you select;
all employees except those in the groups you select.

💡 Our recommendation: create a group dedicated to Riot in your directory, without generic addresses (reception@, contact@…) or people who are not concerned. You then manage your scope from your directory, without having to readjust it in Riot.

👉 Step 3: Choose the groups to retrieve

In the Groups section, you can enable:

sync of all your groups, or only those you select;
sync of your organisational units.

Groups divide your employees by team, department, site or any other logic specific to your organisation. They are used to target your sends (phishing campaigns, courses) and to read your results, for example completion rates by team.

💡 Our recommendation: if your directory has many groups but only a few are relevant to Riot, only sync the selected groups. You will avoid finding hundreds of useless groups in your targeting lists.

Can't find a Google organisational unit? See Why can't I find my organizational unit (OU) in the sync configuration?

👉 Step 4: Start the first sync

Save your choices, then click Sync. The first sync can take from a few minutes to a few hours, depending on the number of employees.

👉 Step 5: Check the result

In the left-hand column, click the Team menu. The list of your employees appears. Check that the number of employees matches what you expected.

❹ No compatible directory: CSV import or manual addition

If you use neither Google, Microsoft, Slack nor Okta (for example with a directory hosted on your own servers), add your employees from the Team menu in the left-hand column.

👉 To add several employees at once (CSV file)

In the left-hand column, click the Team menu.
At the top right of the screen, click Add employee, then choose Import from CSV.
Download the sample CSV file provided, fill it in following its columns, then import it.

👉 To add one employee at a time

Same path: Team menu, then the add button at the top right. Enter the employee's first name, last name and email address. The full procedure is in Add an employee manually.

⚠️ Important: without sync, the list doesn't update itself. Remember to add new joiners and remove leavers yourself.

🛠️ A problem?

Employees or groups are not coming through, information is missing, or Riot asks you to reconnect your directory: see 5️⃣ Troubleshooting synchronisation issues.
A time zone is wrong: see Changing my employees' time zone.
Still stuck? Contact our team via the chat in the platform.

Key takeaways

Sync is done in Settings > Workforce, with a directory administrator account. Riot only has read-only rights.
Choose automatic sync: your list of employees is updated every 24 hours.
Employees and groups are set separately: a group dedicated to Riot in your directory is the simplest way to control your scope.
Check the result in the Team menu in the left-hand column.