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Integration Guide: Assembly + Quantum Workplace

Learn how the Quantum Workplace + Assembly integration works.

Last Updated: May 18, 2026

In this article:

Overview

This article explains how Assembly connects with Quantum Workplace to keep user data and access in sync automatically.

It covers how single sign-on works, how employee updates like new hires or role changes are managed, and what happens during the pre-launch and go-live process.

You’ll also learn about different admin roles, common syncing behavior, and key details about how user deactivation and special cases are handled.

How the Quantum Workplace + Assembly Integration Works

Your Assembly workspace is fully integrated with your Quantum Workplace (Quantum Workplace) environment. Quantum Workplace acts as the primary source of truth for all user data.

  • Seamless Login: No separate password required. Logging into Quantum Workplace automatically authenticates you into Assembly.
  • Automated User Sync: When you add, update, or deactivate a user in Quantum Workplace, those changes are automatically pushed to Assembly.

The Pre-Launch State

When your Assembly account is first set up by our Implementation Team, it is placed in a Pre-Launch state.

  • What Admins See: Have full ACTIVE access during Pre-Launch. Use this time to configure rewards, set up allowances, create groups, and test the platform before your employees see it.
  • What Employees See: Placed in QUEUED status. They cannot log in until you officially launch.

Going Live: Launching Assembly

Once you’ve reviewed your setup and are ready to roll out Recognition & Rewards, you control the launch.

  • Click the Launch button on your Assembly home page. You’ll be prompted to send a Welcome email to your employees.
  • What happens next: All regular employees are instantly transitioned from QUEUED to ACTIVE. The Recognition navigation item in Quantum Workplace will log users in and give them immediate access to Assembly.

Admin Roles: Full Admins vs. Recognition Admins

Utilizing a Recognition Admin role allows you to grant specific access to Recognition and Rewards for designated users, also known as a Focused Admin.

  • Full Admins: Have global administrative access to manage both the Quantum Workplace platform and the Assembly platform.
  • Recognition Admins: Have full administrative access to the Assembly platform to manage rewards, points, budgets, and settings. However, they do not have access to the Quantum Workplace admin dashboard. This role is a great fit for culture committee members or local HR managers running the day-to-day operations.

Frequently Asked Questions

How do I update an employee’s department or location?

All demographic updates (Work Location, Department) must be made in Quantum Workplace. Assembly automatically subscribes to those updates and reflects them in the user’s Assembly profile.

What happens when an employee leaves the company?

If a user is deactivated in Quantum Workplace or loses their Recognition role, their Assembly account is automatically deactivated. If they’re rehired or regain access, they’ll be seamlessly reactivated.

How often does Assembly check for updated data?

In addition to real-time event tracking, Assembly performs a “delta sync” every 6 hours as a safety net to catch any user or demographic changes that may have been missed.

How quickly are real-time updates from Quantum Workplace processed?

Assembly processes incoming events (user creations, profile updates, deactivations) in 15-minute batch windows. Events are queued and processed together at the nearest 15-minute mark.

What if a new update comes in while Assembly is already syncing?

No data is lost. If an event arrives while a batch sync is already in progress, it is safely queued and processed in the next available 15-minute window without interrupting the active sync.

What if a user navigates directly to Assembly’s login page?

If the user belongs to a Quantum Workplace-linked account, they will be redirected to Quantum Workplace’s login flow. If they’re already logged into Quantum Workplace, they’ll be seamlessly signed into Assembly. Note: Assembly cannot identify a user until they initiate login, even if the user is already logged into Quantum Workplace in another tab.

Important Notes

Assembly Account Owner Exception

  • Assembly Account Owners are protected from automated syncs. They remain active in Assembly even if they lose Quantum Workplace recognition permissions or become inactive in Quantum Workplace.
  • To remove an Assembly Owner, an admin must first manually transfer the ownership role to another user via Retool before deactivating them.
  • For all non-owner users, losing the Recognition role or becoming inactive in Quantum Workplace will automatically trigger deactivation during the next sync.

User Deletion

  • User deletion is a rare edge case with no dedicated API event. It is only detectable when a previously known User ID disappears from the API response.
  • Because this feature is slated for potential removal from the platform, no automated handling will be built for this release.
  • Any rare sync discrepancies caused by a deleted user should be flagged to support here.