Automating employee management

Automate via identity provider (SCIM)

Automating employee sync with Uber for Business is an easy way of managing employees. This enables automatic employee addition or deletion based on their integration with your organization. If your organization uses Okta, OneLogin, or Azure AD as identity providers (IDP), System for Cross-domain Identity Management (SCIM) would be the best for employee roster sync.

SCIM allows you to automate employee management on your Uber for Business account instead of manually adding and removing employees. SCIM can help:

• Give all new employees access to Uber for Business. Once new employees are added to your organization’s system, they can begin onboarding.
• Automate deletion of employees no longer with your organization’s Uber for Business account.
• Sync a certain group of employees by using filters in your IDP.
• Automatically update employee profile information such as first name, last name, email, employee ID and phone number.
• Enable group provisioning. Groups can be created within the IDP Portal (OneLogin, Azure AD, and Okta) which will automatically reflect in your Uber for Business dashboard.

More details on the SCIM onboarding process are available here. Automating employee sync may require you to work with your IT team to help enable these processes with Uber’s system. If someone on your IT team is setting up data automation, they’ll need temporary admin access to complete this process.

Automate using SFTP

SFTP, or Secure File Transfer Protocol, is a network protocol that provides completely secure access, transfer, and management of data files programmatically.

Adding and removing employees and coordinators

SFTP eliminates the need to manually add and delete employees or coordinators as they join or leave your company by integrating with your current employee management systems, such as Workday, Active Directory, or your organization’s HR system.

To set up data automation:

1. Sign in to business.uber.com.
2. Select Settings from the left menu.
3. Go to Integrations.
4. Scroll down to Data automaton and click Set up data automation.
5. Follow instructions in the SFTP setup pop-up. Click get started to see detailed steps to send to your IT team.

Your organization can also provide an employee roster over SFTP. For more information on the SFTP process, visit our help page.

If your company uses SAP Concur, you can sync the roster without SFTP.

Automate via SAP Concur

Automating employee sync with Uber for Business through SAP Concur simplifies employee management. This integration eliminates the need for manual updates through these benefits.

• Frequent Updates: The roster syncs automatically (up to four times a day) to ensure data accuracy.
• Custom Filtering: Sync a subset of employees using configurable filters (e.g., Country, Department, Email Domain, or Custom Fields).

To set up Concur integration:

Part 1: Integrate Concur to Uber for Business dashboard

1. Sign in to business.uber.com.
2. Select Settings from the left menu.
3. Switch to the Integrations sub-tab and select Concur.
4. You will be redirected to the Concur App Center. Log in with your Concur Admin credentials.
5. Search for Uber for Business and click Connect.
6. Review and agree to the Terms & Conditions.
7. Once redirected back to the Uber for Business integration page, select the organization, log in and confirm the connection.

Please note that receipt forwarding will be automatically enabled for Decentralized organizations.

Part 2: Enable Roster Sync

1. On the Integrations tab, click Edit settings for Concur.
2. Toggle Roster sync to ON and click Next.
3. Select Agree to accept data sharing permissions.
4. People selection page: You can either select specific people to sync to your Uber for Business dashboard or click on “Filter People” to use advanced filters to select and sync a subset of people to your dashboard.
5. Choose and Apply Filters: Choose up to three filters (examples: Department, Country, Email Domain, or Employee Level etc. as available in your Concur roster). For each filter:
   • Select the values to include or exclude (e.g., Country = USA and Australia, or Email Domain ≠ example@gmail.com).
   • Add multiple values by separating them with commas.
   • Once filters are defined, click Apply filters to confirm.
6. Select Sync Method:
   • Sync Only (Recommended for testing): Employees are added to the dashboard but do not receive an email invite immediately.
   • Sync and Invite: All synced employees will immediately receive an email invitation to join the account.

For detailed instructions on the integration set-up, please see the tech documentation. For parent-level concur integration, see this document.

Expense codes

You can also set up SFTP data automation to automatically pull new expense codes from an enterprise software system (such as Oracle or Elite) instead of manually making changes. To learn more, see this article.