User Guide: RightCrowd Integration

Overview

Bearing now integrates with RightCrowd via the RightCrowd Spoke application, enabling secure, validated, real-time data exchange — so access level management in Bearing works for organizations using RightCrowd as their physical access control system.

What's New

• RightCrowd connector — connect the Bearing app to RightCrowd using the Spoke application.
• Imports & scheduled imports — Users, Cards, and Access Levels are imported from RightCrowd and kept up to date on a schedule, with correct mapping into Bearing's identity and access records.
• Provisioning actions — create or remove person records (with cards and access levels), and add or remove access levels, in RightCrowd — driven by Bearing workflows.
• Adjusted access-level flows — Bearing's access level request/removal flows work end-to-end against RightCrowd, so access changes ordered in Bearing are executed in RightCrowd.

For Integration Administrators: Setup

1. Install/enable the RightCrowd Spoke and configure the connection to your RightCrowd system.
2. Configure and run the initial imports (Users, Cards, Access Levels), then enable the scheduled imports.
3. Verify that access-level catalog items route correctly and that approved requests execute the corresponding RightCrowd actions.
4. In RightCrowd, click the RightCrowd logo, then open your user profile / extended menu.
5. Go to Administration > Data Flow > Synchronization.
6. Select the synchronization type to run.
7. Enable Ignore Timestamps if you need to force a full re-sync regardless of last-modified dates — use this when a normal sync isn't picking up changes you know exist.
8. Run the synchronization.
9. After the sync completes, refresh the RightCrowd users/cardholders list and note the count.
10. Compare it against the ServiceNow user/cardholder list count.
11. If the counts still don't match, see Duplicate or Stale Records below.
12. In ServiceNow, delete the existing RightCrowd-source users before re-running the import.
13. Note: deleting from the list view removes only the currently visible page of records. If records remain after deleting (e.g., you still see "62 left"), repeat the deletion across pages, or increase the list's page/record size so all rows are visible before deleting.
14. Once all RightCrowd-source users are removed, re-run the RightCrowd import/sync.
15. Confirm the resulting cardholder count and source-system records match expectations on both sides.

For End Users

No change to your experience: request access levels through the standard Bearing catalog items — approved changes are synchronized to RightCrowd automatically.

Troubleshooting: Cardholder Mismatches Between RightCrowd and ServiceNow

After an import, you may see cardholders that exist in RightCrowd but are missing from ServiceNow, or ServiceNow users with source system "RightCrowd" that are missing from RightCrowd itself. This is usually caused by sync timing, a pending manual sync, or stale/duplicate data in a dev instance. Use the steps below to diagnose and resolve it.

Running a Manual Sync in RightCrowd

Verifying the Sync

Duplicate or Stale Records in Dev Instances

Dev instances that have previously gone through a RightCrowd integration setup may retain duplicate or stale user records. These leftover records will keep causing count mismatches even after a clean sync, and typically need to be cleaned up before re-importing.

Cleaning Up and Re-Importing

Why Discrepancies Happen

RightCrowd maintains its own UI and database, separate from ServiceNow. ServiceNow holds a synced copy of that data. Temporary discrepancies between the two systems are expected until a sync or import completes, and don't by themselves indicate a failure.