System Status
  1. Help Center
  2. User guides
  3. Global settings

Set up the integration between Learn365 and an HRIS

Avatar

IMPORTANT   

Integration between 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 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 Learn365.

 

Integrate Learn365 with an HRIS

Required role: LMS admin.

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

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

To integrate Learn365 with an HRIS:

1. As an LMS admin, go to the Learn365 Admin Center > Global Settings > LMS Configuration > Integrate365 > select Connect on the HRIS and HCM integrations tile. The HRIS and HCM integrations panel opens.

 

lms_configuration_page.png

 

NOTE   

If your subscription plan doesn't support integration between 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.

 

integrate365_hric_hcm_tile.png

 

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

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

 

integrate365_hris_hcm_select_integration.png

 

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 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 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 > Integrate365.

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

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

Synchronize user details

When the integration is set up, the connected HRIS synchronizes with 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
  • First name
  • Last name
  • Phone.

 

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 Learn365. 

 

Delete a user from Learn365

If you mark a user inactive or dismissed in an HRIS, they'll be deleted from Learn365 after the next daily data synchronization.

If you later rehire the same user and mark them as active in an HRIS, they'll reappear in Learn365 as well.

 

Disconnect from an HRIS

Required role: LMS admin.

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

To disconnect from an HRIS:

1. Go to the Learn365 Admin Center > Global Settings > LMS Configuration > Integrate365 > 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.

 

Was this article helpful?
3 out of 3 found this helpful

Comments

Article is closed for comments.