Emtrain’s HRIS Integration pulls your employee data directly from your systems into ours. This type of integration connects directly to your HR system via API or SFTP, gathers and verifies employee data, then syncs it with our system. It creates workflow efficiency and saves time in the following ways:
- Cuts down on manual work by combining employee data from multiple HR systems into one clean roster.
- Maps your internal terms and fields to match our format, regardless of which HR system you use.
- Automatically sends updates when employees join, leave, or change roles.
Verifying Your Integration
You can identify whether you have an integration for your roster and which type in Site Config. To do so, navigate to the Site Config area of Manage, select the Integrations tab, and find the User Roster section. You have the Emtrain HRIS integration if the following message is displayed: “Your account is configured to use Emtrain's HRIS Integration for automated user roster updates.”
If you do not yet have an integration, we’ll work with you to set one up.
HRIS Integration Method
Choose from two setup methods for your HRIS integration, API Key or SFTP.
Option 1: API Key (Recommended)
API integration enables direct transfer from your HRIS to Emtrain. We recommend this method because it ensures the safe exchange of information during data transfer.
Option 2: SFTP Integration
Emtrain-Provisioned
We will give you a host key for your system to authenticate before transferring data. Your system will authenticate by matching our public and private keys. Use this option if you have no API key, have data-sharing limits, or need enhanced encryption.
Client-Provisioned SFTP
You will set up the SFTP on your site to make file transfers and authenticate the data using your private keys. Use this option if you want to use your own encryption, lack API access, or have data-sharing limits.
Preparing For HRIS Integration
Connect with your internal IT team to prepare for HRIS integration. Once you confirm that your HRIS system meets the requirements, Emtrain will complete your integration process.
Step One: Confirm Your HRIS Provider
If your HRIS provider isn’t listed below, contact your Client Success Manager (CSM) about adding it.
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ADP
Bamboo HR
DarwinBox
Dayforce
Entra ID (Azure)
Greenhouse Onboarding
Greenhouse Recruiting
Hi Bob
Icims
isolved
Lever
Namely
Oracle Fusion HCM
Paycom
Paylocity
Personio
Rippling
SailPoint
SAP Success Factors
SFTP
SFTP Provisioned by Emtrain
SurePayroll
Toast
TriNet (formerly Zenefits)
UKG
UKG Onboarding
UKG Ready
Workday API
Workday RaaS
Step Two: Review Requirements
Review and discuss your HRIS provider’s requirements with your IT team:
Download the Emtrain HRIS Integration Requirements Guide.
HRIS Integration Security
We use SOC 2 and HIPAA-compliant technology to handle your data accurately and keep it secure at all times. We limit the exposure of unauthorized employee data by specifying the data required and by preventing requests for any unapproved fields.
API keys are designed for secure business-to-business data sharing and protect your information while enabling automated updates to your training roster. When sharing your API key with Emtrain, you are granting us limited, specific access to transfer employee data between systems.
Support
Our implementation team will set up your HRIS integration. If you have any questions about your integration, please reach out to your CSM.
FAQ
- Yes. HRIS integration can work whether you run training through your LMS (e.g., SCORM) or we host your training.
- Yes. If a data sync pauses due to a data error, we’ll send you or your IT team the details so that you can quickly resolve it. Once you correct it, the sync will resume automatically.
- The data sync only processes changes in employee information. If your file contains no updates since the last sync, we won’t sync it.
- Yes. You’ll choose the sync frequency during implementation—including date, day, and time.
- No problem; our implementation team will help map your fields to our template’s fields to match the equivalent fields on our end.
- Yes you can add any number of custom fields to support your information tracking needs. We can accommodate additional data you may want to include, even if it exceeds our standard fields.
- Yes. The system automatically gathers all employee data changes since your last sync.