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Creating and managing teams with an API
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Setting up and managing job/role profiles with an API
Importing members Manually (Via API)
Importing members from your HR administration system: On the page Members - Options - Import members - In the API integration tab, all possible employees you can add are displayed. You can select these as desired and assign them in advance to, for example, a role or team.
Automatically
You can also choose to automatically invite new members in your HR administration system to Learned. In this case, all new members are immediately invited to Learned.
Synchronizing members
Synchronize members: This automatically implements changes in the HR administration system regarding, for example, employee names, role profiles, or teams in Learned. Additionally, you can deactivate employees who have left the company in Learned using this action. The account will still exist, but they will no longer be able to log in.
Manually
You can perform the synchronization manually. You will first see which changes have been found in the personnel administration system for each employee. If you agree with the proposed changes, press 'Confirm'. The employees will be synchronized. Please note: if you see an error, correct it in the personnel administration system and then press Synchronize again. Your personnel administration system is always the primary source. If you only make a change in Learned, it will be overwritten during the next synchronization.
Automatic
Once you know after the test period that the synchronizations are running correctly, you can set the synchronization to 'Automatic'. Automatic synchronization takes place once a day and is set to (UTC +0) 22:00 for teams, 22:20 for roles, and 22:40 for users.
Delete members Manual
Cleanup members: This will also delete members that have been removed in the personnel administration system from Learned. The entire Learned account will be erased with this. This cannot be recovered. Therefore, always choose manual first. This way, you will first see which members Learned no longer finds in the personnel administration system. These members will only be removed once you press confirm.
Automatic
This allows you to also remove members from Learned who have been removed from the personnel administration system. The automatic synchronization takes place once a day and is set to (UTC +0) 22:00 for teams, 22:20 for roles, and 22:40 for users.
Exceptions:
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Manually created members. Please note: The actions above have no effect on manually created members. Do you want to retroactively link manually added members to the API integration so that they are included in the synchronization in the future? Then click on the button with the 3 dots on the right side of the screen on the Members page.
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Nmbrs cannot delete members via the API. You cannot delete Learned accounts using the Nmbrs integration; this can only be done manually in Learned. When a Learned account is deleted, all data for this user is lost. This cannot be undone.
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AFAS: To clean up members from AFAS, you only need to delete the employee's contract in AFAS, not the employee themselves. 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 contract end date has been changed.
FAQ
Are employees invited via their private email?
The Learned integration initially searches for the employee's business email address. If this field is empty, Learned searches for the private email address. If this is found, the employee is imported. If both email address fields are empty, the employee is not displayed.
Teams and roles are not linked when importing employees
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. Additionally, these teams and roles must be imported before the employees are imported. To resolve this issue, you can first perform a manual import of the teams and roles. Afterward, perform another manual import of the employees.
What can I do if I am missing employees in the import screen?
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By default, Learned retrieves all employees that Learned is 'allowed' to see according to the permissions in the API settings. If you do not see any or all employees, check whether the API permissions are set correctly.
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In some HRIS systems, it is possible to grant the API access to multiple corporate environments. Learned retrieves employees from all corporate environments to which we have been granted access. If you are missing employees from one environment, check again whether the API keys are set correctly.
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Employees who do not have an email address in the business or private email address field are not displayed. Add the email address in your HRIS system. The employee will then become visible in Learned.
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Should you encounter other error messages when inviting members, check whether the personal information, such as the name and phone number, is written in the correct format (E.164) in the personnel administration system.
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Employees who have already been created in Learned (manually or via import) are not displayed and/or cannot be imported. A change to an employee's data is not implemented in Learned.
A change to an employee's data is not implemented in Learned.
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When you have deactivated an account with the integration, changes you make to that account within the integration at a later time will not be reflected in Learned until you have reactivated the account.
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As an Admin, you can reactivate blocked accounts later in Nmbrs and manually from the Members page. Please note: Nmbrs is always the leading authority and overrides the status in Learned.