Carebility uses API integrations to sync user information directly from HR platforms like Dayforce. This allows new users and profile updates to flow into Carebility automatically—no double entry, no guesswork, and no outdated information.
Why does this matter?
It keeps everything accurate, consistent, and up-to-date without your team having to manually maintain two systems. It’s like having your HRIS and Carebility agree to keep each other’s homework neat and matching.
First things first: What’s an API?
Think of an API as two computer systems politely passing notes.
One system writes a note (“Here’s a new employee!”), and Carebility reads it and updates the profile.
No magic — just really well-organized note-passing.
How the Sync Works
When a new user is added and marked Active in your HR system, that information is automatically sent to Carebility through the API.
Your HR system typically sends:
First and last name
Email (often pulled from a field like Business Email)
Primary provider
Job role
Job description
Other profile details needed for tracking and assigning education
HR relies on this information to assign the correct courses and ensure compliance.
Because of that, any changes to a user’s profile must be made in the HR system first — not in Carebility.
If you work for more than one provider, only your primary provider will appear in Carebility. If an Admin or Supervisor needs information for a provider outside of their scope, they’ll need to contact a Creative Solutions HR Administrator for assistance.
Examples (a.k.a. “API Adventures”)
✔ You move to a new facility or department
Your HR system marks you inactive at the first location and active at the new one.
The API picks that up and updates Carebility automatically.
✔ You want to change your email
Update it in your HR platform first.
If you change it only in Carebility, the next sync will replace it with whatever is in the HR system…
which makes it look like your email is changing itself back. 👀
A Note for Admins
If someone works for multiple organizations or has in the past, you may not be able to reset their password in Carebility — the API is strict about keeping records aligned.
Users cannot be created manually in Carebility (we know… it would make life easier).
Exception: Volunteers, since they don’t come through HR system feeds.
Timing Matters
HR platforms don’t send updates instantly. Most systems sync every few hours, so:
New users won’t appear in Carebility immediately
Changes to job roles, names, or emails may take time to show up
So if something doesn’t update right away, don’t worry — the two systems just need time to talk.