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Import members
Manually (Via API)
Import members from your personnel administration system: On the page Members - Options - Import members - The tab of the API integration shows all possible employees that you can add. You can select these according to your own wishes and already assign them to, for example, a role or team.
Automatically
You can also choose to automatically invite new members in your personnel administration system to Learned. In this case, all new members are immediately invited to Learned.
Sync. members
Synchronise members: With this, changes in the personnel administration system of, for example, the names of employees, the role profiles, or the teams are automatically implemented in Learned. In addition, you can deactivate employees who are out of service in Learned with this action. The account will still exist, but it will no longer be possible to log in.
Manually
You can do the synchronisation manually. You first see for each employee which changes have been found in the personnel administration system. If you agree with the proposed changes, press 'Confirm'. The employees are synchronised. Note: if you see an error, adjust it in the personnel administration system and then press Synchronise again. Your personnel administration system is always leading. If you only make a change in Learned, it will be overwritten during the next synchronisation.
Automatically
If you know after a test period that the synchronisations are running correctly, you can set the synchronisation to 'Automatic'. The automatic synchronisation occurs once a day and is set to (UTC +0) 22:00 for teams, 22:20 for roles and 22:40 for users.
Remove members
Manually
Cleanup members: This will also remove members that have been deleted in the HR system from Learned. The entire Learned account will be deleted with this. This cannot be recovered. Therefore always choose manual first. You will first see which members no longer find Learned in the personnel administration system. Only when you press confirm these members will be removed.
Automatically
This also allows you to remove members that have been removed from the personnel administration system from Learned. The automatic synchronisation occurs once a day and is set to (UTC +0) 22:00 for teams, 22:20 for roles and 22:40 for users.
Exceptions:
Manually created members. Note: The above actions have no effect on the manually created members. Do you want to retroactively link manually added members to the API integration so that they are included in the synchronisation in the future? Then click on the button with the 3 dots on the right of the Members page.
Nmbrs cannot delete members via the API. You cannot delete Learned accounts with Nmbrs through the integration, this can only be done manually in Learned. When a Learned account is deleted, all data of this user will be lost. This cannot be undone.
AFAS: To be able to clean up members from AFAS, you only need to delete the employee's contract in AFAS and not the employee himself. Even if the contract has an end date, the employee's account will be blocked after that end date. The account still exists, but the employee can no longer log in until the end date of the contract has been changed.
FAQ
Employees are invited to their private email?
The Learned integration initially searches for the employee's business email address. If this field is empty, Learned will search for the private email address. If it is found, the employee is imported. If both email address fields are empty, the employee will not be displayed.
When importing employees, the teams and roles are not linked
When importing or synchronizing employees, the team or role can only be linked if they have been created in Learned via the integration. Manually created teams and roles are therefore not synchronized. In addition, these teams and roles must first be imported before the employees are imported. To solve this problem, you can first do a manual import of the teams and roles. Then you do a manual import of the employees again.
What can I do if I miss employees in the import screen?
Learned by default retrieves all employees who are 'allowed' to see Learned according to the permissions of the API setting. If you don't see any or all employees, check whether the permissions for API are set correctly.
In some HRIS systems it is possible to provide the API with access to multiple business environments. Learned retrieves the employees from all business environments to which we have been given access. Do you miss the employees from one environment. Then check again whether the API keys are set correctly.
Employees who do not have an email address in the business or private email address field will not be displayed. Add the email address in your HRIS system. The employee will then become visible in Learned.
If you encounter other error messages when inviting members. Then check whether the personal information, such as the name and telephone number, is written in the correct format (E.164) in the personnel administration system.
Employees that have already been created in Learned (manually or via the import) are not displayed and/or cannot be imported.
An adjustment of an employee's data is not implemented in Learned
If you have deactivated an account with the integration, changes you make to that account in the integration at a later time will not be reflected in Learned until you have activated the account again.
As an Admin you can reactivate the blocked accounts later in Nmbrs and manually from the Members page. Note: Nmbrs always leads and overrides the status in Learned.