How do I sync users with an external source?

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.

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

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.

Follow the steps in the RHS menu:

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. 
   
   
3. Note that 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. 

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.

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.

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.

Troubleshooting