Rippling

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Connect Rippling to Windmill

Connecting Rippling to Windmill syncs your employee data and org chart automatically—so your team structure stays up to date without manual work. Once connected, you’ll manage all access to Windmill directly in Rippling.

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Before you begin

You’ll need:

• Rippling Admin access to authorize the connection
• Windmill Admin access to set up the integration

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Set up the connection

It’s recommended to install Windmill by starting in Rippling. Go to Rippling and follow the steps below.

1. Go to the Rippling app store to view the Windmill app.
2. Click Install to install the Windmill app.
3. Choose “Yes, I’ll install this integration”
4. Click Connect your account to connect your Windmill account to Rippling.
5. Click Authorize to authorize the connection.
6. Click Continue to authorize to continue the setup.
7. Click Save to save the connection.

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Configure provisioning rules

Rippling will ask you to set provisioning rules for who gets Windmill access. For initial setup, we strongly recommend starting with manual individual assignment. Make sure to add yourself to the list of users who will get access to Windmill. Follow these steps:

1. Account provisioning: Choose “Provision accounts for new members only” to avoid inviting existing employees during setup.
2. Who gets access: Select “I will manually select” from the options. This gives you control over exactly who receives access.
3. When to provision: Choose “On their start date” (recommended for automated provisioning of new hires).
4. Click Continue to proceed.
5. Assign yourself first: On the next screen, click “Go to integration” (not “Finish setup” yet).

6. In Rippling, you’ll see the Windmill app page. Click “Edit access” → “Assign individual”.
7. Search for and select yourself (and any other admins you want to include in initial setup).
8. Click Save to confirm the assignment.

Within 60 minutes, you’ll receive a Windmill invitation email and your org chart will start syncing.

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Recommended setup flow

Follow this phased approach to safely roll out Windmill with Rippling:

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Phase 1: Initial setup (admins only)

Start by assigning Windmill access only to yourself or a small group of admins. This allows you to:

• Verify the org chart syncs correctly from Rippling
• Test the platform without inviting your entire organization
• Configure Windmill settings before broader rollout

You don’t need to provision everyone to sync your full org chart. Rippling will sync all employee data regardless of who has Windmill access.

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Phase 2: Pilot rollout (optional)

When you’re ready to test with a broader group:

1. In Rippling, go to your home page.
2. Find and click on Windmill in your apps list.
3. Click “Edit access” to modify provisioning rules.
4. Either:
   • Assign individuals (Recommended): Click “Assign individual” and select specific people for your pilot
   • Create a pilot group: In Rippling, create a group called “Windmill Pilot”, add members to it, then assign that group to Windmill

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Phase 3: Full rollout

When you’re ready for organization-wide access:

1. In Rippling, go to Windmill → “Edit access”.
2. Remove individual assignments or pilot groups.
3. Select “Set up rules” and choose a rule like “Everyone except contractors”.
4. Click Save.

Within 60 minutes, all employees matching your rule will receive Windmill invitation emails.

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How provisioning works with Rippling

Once Rippling is connected, all team access is managed in Rippling—not in Windmill. Here’s how it works: Important details about syncing:

• Syncs run every hour: Changes you make in Rippling (adding or removing access) take up to 60 minutes to take effect in Windmill
• Invitations are automatic: You cannot control whether invites are sent—assigning access always triggers an invitation
• No manual invites: Once Rippling is connected, you cannot manually invite people through Windmill. All provisioning must happen in Rippling

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Adding team members

When you assign Windmill access to an employee in Rippling (based on your provisioning rules), they’ll automatically receive a Windmill invitation email within 60 minutes. They don’t need to be manually invited in Windmill.

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Removing team members

When you remove Windmill access from an employee in Rippling, they’ll lose access to Windmill within 60 minutes. If they’re marked as inactive or terminated in Rippling, they’re automatically removed from Windmill during the next sync.

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Managing who has access

To control who can use Windmill, you’ll modify access assignments in Rippling:

1. In Rippling, go to your home page.
2. Find and click on Windmill in your apps list.
3. Review the Access assignment section to see who currently has access.
4. Click “Edit access” to modify provisioning.

Ways to assign access:

• Individual assignment: Click “Assign individual” and search for specific employees. Best for small teams or pilot groups.
• Group assignment: Click “Assign group” and select an existing Rippling group (like “Engineering Team” or “Windmill Pilot”). Best for organized rollouts.
• Rule-based assignment: Click “Set up rules” to create automatic provisioning rules (like “Everyone except contractors”). Best for full organization rollouts.

Switching from individual to rule-based provisioning: If you started with individual assignments and want to expand to your full organization:

1. Go to Windmill in Rippling → “Edit access”.
2. You can either:
   • Keep existing individual assignments and add a rule (both will apply)
   • Remove individual assignments and set up rules instead
3. Click “Set up rules” and choose your desired rule (e.g., “Everyone except contractors”).
4. Click Save.

New users matching your rule will receive invitation emails within 60 minutes.

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What gets synced from Rippling

Windmill syncs the following data from Rippling every hour:

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Employee information

• Name, work email, phone number
• Job title and employment status
• Start date and hire date
• Manager relationships (for org chart)
• Team and department assignments

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Org chart

Your org chart in Windmill updates automatically based on manager relationships and team structures in Rippling. This keeps reporting lines accurate without manual updates.

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Team structure

Groups, teams, and departments from Rippling appear in Windmill, so you can organize feedback and reviews by your actual team structure.

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Troubleshooting

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I accidentally invited my entire organization

If you selected a broad provisioning rule (like “Everyone except contractors”) during setup and unintentionally sent invitations to your whole organization, here’s how to fix it: Stop further invitations:

1. In Rippling, go to your home page.
2. Find and click on Windmill in your apps list.
3. Click “Edit access”.
4. Remove the broad provisioning rule by clicking the X next to it.
5. Switch to “Assign individual” or “Assign group” to add only the people you want.
6. Click Save.

Within 60 minutes, people who were removed from access will lose access to Windmill. What to communicate to your team: If employees already received invitations, consider sending a message explaining that:

• The invitation was sent in error during initial setup
• They can ignore the email for now
• You’ll let them know when Windmill is ready for them to use

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I lost access to Windmill after connecting Rippling

This happens when your Rippling provisioning rules don’t include your account. Here’s how to fix it:

1. In Rippling, go to your home page.
2. Find and click on Windmill in your integrations.
3. Check the Access assignment section to see who has access.
4. Click Edit access to modify your provisioning rules.
5. Either:
   • Adjust the rules to include yourself (e.g., “All employees” instead of “Everyone except admins”)
   • Click Assign individual and manually add yourself to the access list

Once you’re added, you’ll regain access to Windmill within 60 minutes.

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An employee isn’t showing up in Windmill

Check that the employee:

• Has a work email in Rippling (required for sync)
• Meets your provisioning rules (e.g., not marked as a contractor if contractors are excluded)
• Has an ACTIVE employment status in Rippling
• Has been assigned Windmill access in Rippling’s access assignment settings

If everything looks correct, the next hourly sync (within 60 minutes) should add them to Windmill.

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The org chart isn’t updating

Make sure:

• Manager relationships are set correctly in Rippling
• Employees have work emails (required for matching)
• The sync has completed (syncs run hourly)

If you recently made changes in Rippling, wait up to an hour for the next sync to reflect those updates in Windmill.