---
title: How do I sync my users? and override the sanity check?
description: This article outlines the steps you need to take and the sanity checks in place when synchronising your Adoptech users with an external source like Microsoft Entra ID or Google
---

[Skip to content](https://knowledge.adoptech.co.uk/how-do-i-sync-users-with-an-external-app#main-content)

[![Adoptech-logo-GreyWithoutStrapline-1.png\]](https://knowledge.adoptech.co.uk/hs-fs/hubfs/Adoptech-logo-GreyWithoutStrapline-1.png?height=39&name=Adoptech-logo-GreyWithoutStrapline-1.png)](https://knowledge.adoptech.co.uk/?hsLang=en)

Open main navigation

Close main navigation

 Adoptech Help Centre

- There are no suggestions because the search field is empty.

1. [Knowledge base](https://knowledge.adoptech.co.uk/?hsLang=en)
2. [FAQ's on Adoptech](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en)
3. [User Management](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#user-management)

# How do I sync my users? and override the sanity check?

## How do I sync users with an external source?

- [Connecting to an Identity Provider](https://knowledge.adoptech.co.uk/how-do-i-sync-users-with-an-external-app#ID-provider)
- [Syncing users](https://knowledge.adoptech.co.uk/how-do-i-sync-users-with-an-external-app#syncing-users)
- [Inviting users to the Portal](https://knowledge.adoptech.co.uk/how-do-i-sync-users-with-an-external-app#users-invite)
- [Overriding the Sanity Check](https://knowledge.adoptech.co.uk/how-do-i-sync-users-with-an-external-app#sanity-check)
- [Important Notes and Troubleshooting](https://knowledge.adoptech.co.uk/how-do-i-sync-users-with-an-external-app#notes)

#### **Connecting to an Identity Provider**

In order to sync your users with an external source, you need to have connected to that source via the **Apps & Integrations** page.

![](https://knowledge.adoptech.co.uk/hs-fs/hubfs/image-png-May-08-2024-02-41-21-6597-PM.png?width=196&height=134&name=image-png-May-08-2024-02-41-21-6597-PM.png)

The available sources for user sync can be found by filtering on **Identity Providers.**

![Screenshot 2025-12-23 at 01.05.38](https://knowledge.adoptech.co.uk/hs-fs/hubfs/Screenshot%202025-12-23%20at%2001.05.38.png?width=670&height=231&name=Screenshot%202025-12-23%20at%2001.05.38.png)

The **Learn More** button on each integration will provide links to help articles that will guide you through the application integration.

#### **Syncing users**

Once the integration has been completed, navigate to the **People** page in the Portal and select the **User sync** button in the table header.

![iScreen Shoter - 20251223015242430](https://knowledge.adoptech.co.uk/hs-fs/hubfs/iScreen%20Shoter%20-%2020251223015242430.png?width=670&height=179&name=iScreen%20Shoter%20-%2020251223015242430.png)

Follow the steps in the RHS menu:

![](https://knowledge.adoptech.co.uk/hs-fs/hubfs/image-png-Jul-24-2024-11-31-01-5126-AM.png?width=670&height=696&name=image-png-Jul-24-2024-11-31-01-5126-AM.png)

1. Select the source you would like to sync with.
2. Enable user sync by toggling the switch to the right.
3. Choose the frequency of the sync i.e. one-off or daily.
4. Click on the orange Sync button.

#### **Inviting users to the Portal**

1. After the People page has synced with the sync source new users will appear in the main table.
2. For users that you would like to grant access to the Portal, you can invite them by clicking the **+ Invite to Portal** button on the right of each user row. If there are many users you can multi-select them via the checkbox on the left of each user row and then click the **+ Invite to Portal** bulk-action button in the table header. 
   
   ![iScreen Shoter - 20251223015500087](https://knowledge.adoptech.co.uk/hs-fs/hubfs/iScreen%20Shoter%20-%2020251223015500087.png?width=670&height=394&name=iScreen%20Shoter%20-%2020251223015500087.png)
3. On the initial sync with the sync source after setup and any subsequent syncs, newly added users to the People table are not automatically sent Portal invitations.

**Note:** an invitation is not required for SSO to work. Once the integration is enabled and users synced, they can login to the portal via Microsoft's or Google's Single-Sign-On.

#### **Understanding the Sanity Check**

User Sync includes a built-in safety mechanism to prevent accidental bulk deletions. If a sync would remove **more than 25% of your active users**, it will display a warning instead of proceeding.

The warning lists every user that would be removed so you can review them before deciding.

You have two options when a sanity check fails:

- **Do nothing** — investigate why so many users would be removed (e.g. a misconfigured group filter) and correct the issue before retrying.
- **Override and sync anyway** — if you are running a *One-off* sync and are confident the removals are correct, tick *"I understand, skip sanity check and sync anyway"* and click **Sync** again.

**Note:** The override option is only available for *One-off* syncs, not Daily recurring syncs, to prevent unintended mass deletions from running automatically.

#### Protected Users

The following user types are **never removed** by User Sync, even if they are absent from the identity provider:

- Admin
- Auditor
- External Consultant
- Signatory
- Guest

#### Viewing Sync Status

After a sync has run, reopen the Sync Users drawer. A status line at the bottom shows the date and time of the last successful sync:

ⓘ Last sync on 31 Mar 2026 at 14:32

If the sync failed, a warning message explains why. Address the underlying issue (e.g. a sanity check failure or an expired integration token) and click **Sync** to retry.

#### Disabling User Sync

To turn off an active sync:

1. Open the **Sync Users** drawer from the People page.
2. Toggle **Enable user sync** off.
3. Click **Save**.

Disabling sync does not remove any existing users — it simply stops future automatic updates.

#### **Important Notes**

1. Syncing will **automatically add and delete users** from the Portal to match the sync source.
2. Users automatically added will be given the **User** role.
3. Users with Admin, Auditor or External Consultant role permissions, or user type of Guest, will not be affected.
4. There is a sanity check to prevent the deletion of too many users unexpectedly. If it is deemed too many users would be removed, you will receive a confirmation modal before proceeding. Proceed if correct but if not correct check you are connected to the correct external directory.
5. Where the sync has added non-human users, the User type **System User** should be granted. System users cannot login to the Adoptech Portal.

![iScreen Shoter - 20251224234453193](https://knowledge.adoptech.co.uk/hs-fs/hubfs/iScreen%20Shoter%20-%2020251224234453193.png?width=670&height=115&name=iScreen%20Shoter%20-%2020251224234453193.png)

#### **Troubleshooting**

| Issue | Likely cause | Resolution |
| --- | --- | --- |
| "This sync source is not yet configured" | The identity provider integration has not been set up. | Go to **Apps & Integrations → Identity Providers** and complete the setup. |
| Sanity check failed | More than 25% of users would be removed. | Review the listed users, correct the group/filter settings, or override if intentional. |
| Sync button is disabled | No provider is selected, or Enable user sync is off with no existing sync to save. | Ensure a provider is selected and the toggle is on (or off with a saved sync to remove). |
| Expected users not appearing | User is in a group not included in the Entra ID group filter. | Add the relevant group in the integration Group Selection step and re-sync. |

**Need help?** Contact Adoptech support at the bottom right corner.

- [Getting Started](https://knowledge.adoptech.co.uk/getting-started?hsLang=en#main-content)

    - [Getting Started](https://knowledge.adoptech.co.uk/getting-started?hsLang=en#getting-started)
    - [Accounts & Billing](https://knowledge.adoptech.co.uk/getting-started?hsLang=en#accounts-billing)
- [FAQ's on Adoptech](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#main-content)

    - [Frameworks](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#frameworks)
    - [Policies & Documents](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#policies-documents)
    - [Risk Management](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#risk-management)
    - [Supplier Management](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#supplier-management)
    - [Audit Preparation](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#audit-preparation)
    - [Trust Centre](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#trust-centre)
    - [User Management](https://knowledge.adoptech.co.uk/faqs-on-adoptech?hsLang=en#user-management)
- [Frameworks & Certifications](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#main-content)

    - [ISO 27001](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#iso-27001)
    - [ISO 42001](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#iso-42001)
    - [Cyber Essentials](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#cyber-essentials)
    - [CAF](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#caf)
    - [PCI-DSS](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#pci-dss)
    - [SOC2](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#soc2)
    - [Data Privacy (GDPR)](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#data-privacy-gdpr)
    - [DORA](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#dora)
    - [ISO 9001](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#iso-9001)
    - [ISO 22301](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#iso-22301)
    - [ISO 14001](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#iso-14001)
    - [NIST 800-53](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#nist-800-53)
    - [NIST-CSF](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#nist-csf)
    - [NIS2](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#nis2)
    - [ISO 20000-1](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#iso-20000-1)
    - [HIPAA](https://knowledge.adoptech.co.uk/frameworks-certifications?hsLang=en#hipaa)
- [Integrations](https://knowledge.adoptech.co.uk/integrations?hsLang=en#main-content)

    - [Cloud Infrastructure](https://knowledge.adoptech.co.uk/integrations?hsLang=en#cloud-infrastructure)
    - [Identity & Access](https://knowledge.adoptech.co.uk/integrations?hsLang=en#identity-access)
    - [DevOps & Code](https://knowledge.adoptech.co.uk/integrations?hsLang=en#devops-code)
    - [Project Management](https://knowledge.adoptech.co.uk/integrations?hsLang=en#project-management)
    - [HR & People Systems](https://knowledge.adoptech.co.uk/integrations?hsLang=en#hr-people-systems)
    - [Security & Devices](https://knowledge.adoptech.co.uk/integrations?hsLang=en#security-devices)
    - [Communication & Collaboration](https://knowledge.adoptech.co.uk/integrations?hsLang=en#communication-collaboration)
- [Legal & Regulations](https://knowledge.adoptech.co.uk/legal-regulations?hsLang=en)
- [Security Guidance](https://knowledge.adoptech.co.uk/security-guidance?hsLang=en)
- [Troubleshooting](https://knowledge.adoptech.co.uk/troubleshooting?hsLang=en)

[![Chill listening crop-3](https://knowledge.adoptech.co.uk/hs-fs/hubfs/adoptech-logo-1.png?width=209&height=54&name=adoptech-logo-1.png "Chill listening crop-3")](https://adoptech.co.uk/)

<https://uk.linkedin.com/company/adoptech>

Copyright © 2026, Adoptech Ltd.