Learned offers the possibility to integrate with various personnel administration systems (HRIS), such as: Nmbrs, AFAS, Personio and HiBob. We briefly explain where to create an integration between Learned and an external system and then discuss the main applications of the integrations.
Setting up the integration
You can create this as an Admin in Learned via the Integrations page. More detailed instructions for this can be found by consulting the link at the bottom of the pop-up when creating.
With a working integration, the information below can be processed in Learned:
Members: All email addresses (users) present in the HRIS.
Teams: Departments/teams with the corresponding manager - employee hierarchy.
Job titles: All jobs present in the HRIS.
Also, if you work with Nmbrs, AFAS, Personio or HiBob, you can have PDF exports of review reports in Learned (automatically) added to personnel files in the HRIS.
The applications of the integrations
Once you have created an active integration, you can start various actions manually, or have them synchronised automatically. We start with an explanation of manually started actions.
Import members
To import members (new employees) from your HRIS, go to the Members page and click on “Options” at the top right, here you can import members.
The API integration tab shows all the possible employees you can add. You can select the employees you want to import into the Learned environment.
💡: Depending on the integration settings, members can be linked directly to the job profiles and teams, as they are set up in HRIS. This information can then be imported along.
Synchronise members
Under the Options button on the Members page, you will also find the option “Synchronise members”. When you click on this, you will first see for each employee what changes have been found in the personnel administration system. This allows changes in the HRIS of, for example, employee names, active job profiles, or teams to be made in Learned. If you agree with the proposed changes, press “Synchronise”.
💡: You can deactivate employees who are out of service and no longer in Nmbrs with this action in Learned. The learned account will still exist this way, but they can no longer log in.
Clean up members
This also deletes members deleted in the personnel administration system from Learned. The entire Learned account is thereby deleted. This cannot be restored. You will first see an overview of members that Learned can no longer find in the HRIS. Only when you click “Clean up” are these members removed from Learned.
❗️: The above synchronisation/clean-up actions only affect employees added to Learned from the integration.
Would you like to retroactively link manually added members to the integration so that they are included in the synchronisation in the future? Then click the button with the 3 dots on the right of the Members page.
Import teams
To import teams from your HRIS, go to the “Teams” page and click on “Options” at the top right, here you can import teams. This allows teams that are in the HRIS but not yet in Learned to be added to the environment. You will first see an overview where you can select the teams to be imported. Once you press 'Confirm', the teams are added to Learned.
❗️: Only the names of the teams are imported. The hierarchy and coaches and members of the teams are added by synchronising on the Members page.
Synchronise teams
This allows you to edit the names of teams that have been changed in HRIS but not yet in Learned. You will first see an overview of the proposed changes. Once you press 'Synchronise', the names of the teams are changed in Learned.
Clean up teams
Allows you to clean up the teams that have been deleted in HRIS but still exist in Learned. You will first see an overview of the proposed changes. Only when you click “Clean up” are the teams also removed from Learned.
💡: Only the team structures will be removed. The user profiles of members from these teams will remain intact.
Import jobs
To import Job Profiles, navigate to the Job Profiles via your profile picture and press “+ New Job” - Import via API. This allows jobs that are in HRIS but not yet in Learned to be added to the company account.
You will see an overview of all possible job profiles, after which you can make a selection. Only when you click 'Confirm', the jobs are added to Learned.
❗️: Only job titles are imported. Employees linked to this job in the HRIS system can be synchronised via the “Options” button on the Members page.
Functieprofielen synchroniseren
Allows name changes to jobs in the HRIS, in Learned. You will first see an overview of the proposed changes. Once you click “Synchronise”, the names of the roles are changed.
Functieprofielen opschonen
Allows you to clean up jobs that have been deleted in HRIS but still exist in Learned. You will first see an overview of the proposed changes. Only when you click “Clean up” are the job actually removed from Learned.
💡: Only the job profiles will be removed. The user profiles of members linked to these job profiles will remain intact.
Integratie instellingen
Once you have a working integration, you will see the option to change the settings. For instance, you can set which previously mentioned mutations you would like to have happen on an automatic basis and which ones you would not (yet).
Attention❗️: In the initial phase, we recommend importing and synchronising and cleaning everything manually. In some cases, the HRIS system is outdated and it is useful to clean it up first.
As you can see, you can set under members, teams and jobs to have the importing, synchronising or cleaning done automatically.
Additional options under Members:
Filter by e-mail domain: For example, by filtering on @learned.io, you only retrieve all employees from the HRIS who have an e-mail address ending in @learned.io. Useful if you also use this system to store customer relations or suppliers you don't want in Learned.
Create Teams or job profiles that are not yet in Learned: These options ensure that members are automatically linked to job profiles and teams as set up in HRIS. This information is then immediately included when importing.
Extra options for reviews
Also, if you work with Nmbrs, AFAS, Personio or HiBob, you can have PDF exports of review reports in Learned (automatically) added to personnel files in the HRIS.
📚 Want more information on how to get started with these PDF exports from Learned? Then read this article.
Automatische mutaties
When you know after the initial phase that the synchronisations are correct and you choose to have the mutations take place on an automatic basis, you can set synchronisation to “Automatic”. This means you only need to enter mutations in the HRIS system and these mutations will be automatically imported, synchronised or cleaned up.
Automatic synchronisation takes place once a day and is set to (UTC +0) 22:00 for teams, 22:20 for roles and 22:40 for users.
❗️: Always make adjustments in HRIS when working with an active integration. This system is leading. If you only modify something in Learned, that change will be overwritten during the next synchronisation.