Learned offers the ability to integrate with various HR administration systems. Below, you will find the appropriate documentation from our provider for each system to successfully complete the integration:
We’ll briefly look at where to set up an integration between Learned and an external system, followed by a discussion of the main use cases for such a connection.
Creating the Integration
As an Admin in Learned, you can set up the integration via the Integrations page. More detailed instructions can be found by following the link provided at the bottom of the pop-up during the setup process.
With a functioning integration, the following information can be processed in Learned:
Members: All existing email addresses (users) in the HRIS.
Teams: Departments/teams, including the corresponding manager–employee hierarchy.
Job Titles: All existing roles in the HRIS.
Additionally, if you're using Nmbrs, AFAS, Personio, or HiBob, you can (automatically) have PDF exports of evaluation reports from Learned added to employee records in the HRIS.
Use Cases of the Integrations
Once an active integration has been set up, you can perform various actions: either start them manually or enable automatic synchronization. In this section, we’ll first explain the manual actions.
To view these actions, go to the Members page and click the ‘Integration options’ button in the top right corner. You will then see three options, which we will explain below.
Importing Members
To import members (new employees) from your HRIS into Learned, select ‘Invite members’. In the API integration tab, all potential employees who can be added will be displayed. You can then select which employees you'd like to import into the Learned environment.
💡: Depending on your integration settings, members can automatically be linked to job profiles and teams as defined in your HRIS. This information will be imported along with the member data.
Synchronizing Members
You’ll also see the option ‘Synchronize members’. When you click this, you'll first see any changes detected per employee in the HR system. This allows you to update Learned with changes such as name updates, current job profiles, or team structures. If you agree with the suggested changes, simply click ‘Confirm’.
💡: This function also allows you to deactivate employees who are no longer listed in Nmbrs (e.g., former employees). Their accounts will remain in Learned, but they will no longer be able to log in.
Cleaning Up Members
This option allows you to remove users from Learned who have been deleted in the HR system. Their entire Learned account will be permanently deleted. First, you'll be shown a list of users who are no longer found in the HRIS. These accounts will only be removed from Learned once you click ‘Confirm’.
❗️: The synchronization and cleanup actions only apply to employees who were originally added to Learned through the integration.
Would you like to retroactively link manually added members to the integration, so they will be included in future synchronizations? Click the three-dot icon on the Members page (top-right) to access this option.
Importing teams
To import teams from your HRIS, go to the ‘Teams’ page and click on ‘Options’ in the top right corner. Here you can import, synchronize, or clean up teams. This allows teams that exist in the HRIS but are not yet in Learned to be added to the environment.
You will first see an overview where you can select the teams to import. Once you click ‘Confirm’, the teams will be added to Learned.
❗️: Only the team names are imported. The hierarchy and team members are added by synchronizing on the Members page.
Synchronizing Teams
This allows you to update team names that have been changed in the HRIS but are not yet updated in Learned. You will first see an overview of the proposed changes. Once you click ‘Confirm’, the team names will be updated in Learned.
Cleaning Up Teams
This lets you remove teams that have been deleted in the HRIS but still exist in Learned. You will first see an overview of the proposed changes. Teams will only be deleted from Learned once you click ‘Confirm’.
💡: Only the team structures will be removed. The user profiles of the members from these teams will remain intact.
Importing job profiles
To import Job Profiles, navigate to the job profiles section via your profile picture and click ‘+ New Job’ – then select Import via API. This allows you to add job profiles that exist in the HRIS but are not yet in Learned to the company account.
You will see an overview of all available job profiles, after which you can make a selection. The job profiles will only be added to Learned once you click ‘Confirm’.
❗️: Only the job titles are imported. Employees linked to these job profiles in the HRIS can be synchronized via the ‘Options’ button on the Members page.
Synchronizing Job Profiles
This allows you to update job title changes made in the HRIS within Learned. You will first see an overview of the proposed changes. Once you click ‘Confirm’, the role names will be updated.
Cleaning Up Job Profiles
This lets you remove job profiles that have been deleted in the HRIS but still exist in Learned. You will first see an overview of the proposed changes. Job profiles will only be deleted from Learned once you click ‘Confirm’.
💡: Only the job profiles will be removed. The user profiles of members linked to these job profiles will remain intact.
Integration settings
When you have an active integration, you will see the option to adjust the settings. Here, you can choose which of the aforementioned updates you want to occur automatically and which you prefer to handle manually.
Please note❗️: In the initial phase, we recommend importing, synchronizing, and cleaning up everything manually. In some cases, the HRIS system may be outdated, so it’s helpful to clean it up first.
As you can see, you can set members, teams, and job profiles to be imported, synchronized, or cleaned up automatically.
Additional options under Members:
Filter by email domain: For example, by filtering on @learned.io, you will only retrieve employees from the HRIS whose email addresses end with @learned.io. This is useful if you also use the system to store client contacts or suppliers that you don’t want to have in Learned.
Create Teams or Job Profiles not yet in Learned: These options ensure that members are automatically linked to the job profiles and teams as configured in the HRIS. This information is then included directly during the import process.
Extra options voor evaluations:
If you are working with Nmbrs, AFAS, Personio, or HiBob, you can (automatically) add PDF exports of evaluation reports from Learned to personnel files in the HRIS.
📚 Want to learn more about how to get started with these PDF exports from Learned? Then read this article.
Automatic Updates
Once you’re confident that the synchronizations run correctly after the initial phase and you choose to have updates occur automatically, you can set the synchronization to ‘Automatic’. This way, you only need to make changes in the HRIS system, and these updates will be automatically imported, synchronized, or cleaned up.
The automatic synchronization runs once per day and is scheduled at (UTC +0) 22:00 for teams, 22:20 for roles, and 22:40 for users.
❗️: Always make changes in the HRIS when working with an active integration. This system is authoritative. If you only make changes in Learned, those changes will be overwritten during the next synchronization.