Connecting an HR system
An integration connects Learnient to the system that already holds your people, so joiners, leavers and changes arrive on their own rather than being typed twice.
Where it is
Section titled “Where it is”Choose Admin, then Developer in the left-hand menu and Integrations.
What a connection does
Section titled “What a connection does”An HR connector does two jobs, and they are separable.
It brings employees in, so your people list reflects your HR system. And it can send training records back, so a completion in Learnient appears against the employee in the system your organisation treats as the record of truth.
The second is the one worth deciding deliberately. Pushing records outward means Learnient stops being the only place completions live, which is usually the point — but it also means a correction made here changes a record elsewhere.
Mapping your fields
Section titled “Mapping your fields”Your HR system’s fields and Learnient’s are not the same, so a connection includes a mapping between them — including to any custom fields you have added.
Map as little as you need. Every mapped field is a field that changes without anybody in Learnient doing anything, and a mapping made because it was possible is a surprise waiting for whoever investigates why a value keeps reverting.
Credentials
Section titled “Credentials”A connection holds credentials for the other system, stored as secrets rather than as readable settings.
Treat them like any other credential: one per connection, rotated when somebody with access leaves, and never reused for anything else.
Syncing
Section titled “Syncing”Connections run on a schedule rather than continuously.
So expect a lag between a change in the HR system and the same change in Learnient. That lag is the answer to most “why is this person still active?” questions in the first week after a connection goes live.
When your account uses positions
Section titled “When your account uses positions”If your account uses positions, the job title, department, location and company your HR system sends describe a job, not four separate values. Each person is put in the position with that combination. If none of your positions has it, Learnient creates one and marks it for review on the Positions page, so a new role in your HR system shows up there for you to name and place. See Reviewing positions an import created.
Reporting lines stay with your positions. A connection does not change who manages whom.
Before you connect anything
Section titled “Before you connect anything”Decide which system wins. A connection makes your HR system the source for whatever it maps, and edits made in Learnient to those fields are liable to be overwritten at the next sync. That is correct behaviour and it looks like data loss to whoever made the edit.
Tell the people who maintain users here before it goes live, not afterwards.
Where this sits next to the API
Section titled “Where this sits next to the API”An integration is a built connector for a system Learnient already understands. If yours is not one of those, the building blocks are an API key for reading and writing through the Learnient Public API, and webhooks for being told when something changes, described in the webhook reference.