How TeamOhana Auto-reconcile Headcounts using Offer and Employee Records

Last updated: May 26, 2026

TeamOhana automatically attempts to match accepted offers from your ATS with employee records from your HRIS in order to link headcounts correctly and avoid “Accepted Not Started Past Due” records.

Matching Logic

The matching process follows this logic:

  1. Personal email match

    • TeamOhana first attempts to match the offer and employee records using the candidate’s personal email address.

  2. Name match fallback

    • If the personal email does not match, TeamOhana then attempts to match based on the candidate’s name.

  3. Autolinking failure

    • If neither the personal email nor the name match successfully, the automatic linking process will fail and may require manual reconciliation.

Best Practices

To improve matching accuracy and reduce manual work:

  • Ensure the same email address is used consistently across systems

  • The email included in the ATS offer record should also exist in the HRIS employee record

For example:

  • If Ashby sends jane.doe@gmail.com in the offer object, the HRIS record should also contain jane.doe@gmail.com

Common Cause of Matching Failures

Automatic linking may fail when:

  • Different email addresses are used between ATS and HRIS

  • Names are formatted differently across systems

  • Email fields are missing from either the offer or employee record

Keeping employee identifiers consistent across systems will significantly reduce unreconciled headcounts and manual reconciliation work.