Set up the integration between LMS365 (Learn365) and an HRIS

IMPORTANT   

Integration between LMS365 (Learn365) and a Human Resource Information System (HRIS) is available for customers with the Learn365 Select subscription. It’s also available as an add-on for customers with the Learn365 Standard and Learn365 Professional subscription. It isn't available for customers with the Freemium subscription. If you have a Freemium subscription and want to benefit from the integration, you can upgrade your subscription here.

 

Integrating LMS365 (Learn365) with a Human Resource Information System (HRIS) or a Human Capital Management (HCM) system enables you to keep information about employees accurate and up to date automatically. With this integration, changes made to user details in the HRIS you’re working with will be shown in LMS365 (Learn365).

 

Integrate LMS365 (Learn365) with an HRIS

Required role: LMS admin.

Before setting up the integration between LMS365 (Learn365) and an HRIS, make sure you have:

  • Credentials for the HRIS you want to integrate LMS365 (Learn365) with.
  • The administrator role in the HRIS. Alternatively, you can send an integration link to a person with the administrator role.

To integrate LMS365 (Learn365) with an HRIS:

1. As an LMS admin, go to the Learn365 Admin Center > Global Settings > LMS Configuration > Integration connectors > Integration connectors panel > select Connect on the HRIS and HCM integrations tile. The HRIS and HCM integrations panel opens.

 

NOTE   

If your subscription plan doesn't support integration between LMS365 (Learn365) and an HRIS, the Connect option will be disabled. In this case, you'll see a yellow banner at the top of the page, which will invite you to upgrade your subscription plan.

 

HRIS and HCM integrations tile

 

2. On the HRIS and HCM integrations panel, select Connect

3. Select the HRIS system you want LMS365 (Learn365) to integrate with.

 

Select Integration iframe

 

4. Select the method of authentication to an HRIS and select Next.

5. Successful integration requires the administrator role in the selected HRIS. If you have this role, select I am an admin. If not, copy and paste the link to a person with the administrator role, so they can carry on the integration setup.

6. To make the integration possible, you'll need to grant LMS365 (Learn365) permission to read the data from the selected HRIS. Check the access request information and select Continue to grant the permission.

7. Any further steps will vary depending on the HRIS you’re integrating with. In most cases, an HRIS will ask you to log in and provide some additional details.

Once done, the Connected to… <HRIS name> message is displayed.

8. Select Continue.

 

HRIS is connected

 

9. Review the HRIS data that LMS365 (Learn365) has access to and select Continue.

The You’re connected! message is displayed when the connection is made. 

10. Select Close window to return to the Learn365 Admin Center.

 

Check the connection with the HRIS

Required role: LMS admin.

To check the status of the connection with an HRIS, go to the Learn365 Admin Center > Global Settings > LMS Configuration > Integration connectors > Integration connectors panel.

The integration connection status is displayed on the HRIS and HCM integrations tile:

  • Connected - displayed in green text, this means that LMS365 (Learn365) is connected with an HRIS.
  • Connection error - displayed in red text, this means that an error is preventing LMS365 (Learn365) from connecting with an HRIS. For information about the error, select Manage.
  • Connecting - displayed in grey text, this means that LMS365 (Learn365) is checking the connection with an HRIS.

 

HRIS is connected

 

Synchronize user details

When the integration is set up, the connected HRIS synchronizes with LMS365 (Learn365) once per day. Editing user details in the HRIS will change their details in Learn365 Admin Center > Users.

The following user fields are synced:

  • Title
  • Email
  • Manager
  • Job Title
  • City
  • Office
  • Country
  • Company
  • Department.

 

IMPORTANT   

A user’s working email address in an HRIS is crucial for successful integration. If the working email address is missing in an HRIS, the user’s data won’t be synchronized with LMS365 (Learn365). 

 

Disconnect from an HRIS

Required role: LMS admin.

Disconnecting from the service removes the link between LMS365 (Learn365) and an HRIS. Therefore, changes in users' details in an HRIS won’t affect their details in LMS365 (Learn365) anymore.

To disconnect from an HRIS:

1. Go to the Learn365 Admin Center > Global Settings > LMS Configuration > Integration connectors > Integration connectors panel > select Manage on the HRIS and HCM integrations tile.

2. On the HRIS and HCM integrations panel, select Disconnect.

3. Confirm the action by selecting OK or select Cancel.

 

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