What does the managed integration with intelliHR do?
This integration syncs users from intelliHR into Tribal Habits, as well as training data from Tribal Habits into intelliHR, including:
New users are created in Tribal Habits
Updated users are updated in Tribal Habits
Current primary job data is updated in Tribal Habits (e.g. job title, location)
Supervisor email is populated in Tribal Habits
Company end dates deactivate users in Tribal Habits
Training completed in Tribal Habits is updated in intelliHR
Skills attained in Tribal Habits are updated in intelliHR
THIS FEATURE REQUIRES AN ACTIVE 50 PLAN OR LARGER
Please note that our managed integration with intelliHR is only available on Active 50 or larger plans. This integration is not available on smaller plans (such as Starter) or legacy plans (older monthly plans). Please contact our team at [email protected] if you would like access to this integration but it is not activated in your portal.
You can learn more about this integration below, or in this short video which includes a live demonstration of the integration.
What are the benefits of a managed integration with intelliHR?
Reduced administrative workload
First, this integration reduces the workload for your Tribal Habits administrators by automating user creation. New users will be automatically populated in Tribal Habits from intelliHR. Users can also be deactivated based on data from intelliHR.
Data consistency
Second, the integration eliminates data inconsistency. Users are updated automatically from intelliHR, ensuring that your Tribal Habits data matches your intelliHR data. This allows your organisation to use intelliHR as a single source of truth for user data.
Improved reporting
With more (and more accurate) user data, your Tribal Habits reporting and administration is also improved.
Training and Skills reporting
Optionally, Tribal Habits can also send back training enrolments and skills data to intelliHR, allowing your supervisors to view key qualifications data within intelliHR (as well as via the Teams tab in Tribal Habits). NB: The integration does not sync external knowledge (external training) recorded in Tribal Habits back into intelliHR. intelliHR can record external training items directly in its own platform.
What’s are the steps to set up the intelliHR integration?
The integration is managed by Tribal Habits. Our team will set up the integration and manage it on your behalf. Error messaging for a failed user sync can be enabled and sent to a specified email address at your organisation, allowing your intelliHR or Tribal Habits administrators to be immediately notified if user data is incorrect or inconsistent.
The integration requires no set-up or preparation work by your team. Our support team will organise the entire integration. Once the integration is ready, we will require a small amount of time from your intelliHR or Tribal Habits administrators to finalise testing.
Finally, our integration with intelliHR is a ‘managed integration’. This means our Support team will create and run the integration on your organisation’s behalf. It also means that each integration can be customised to suit your organisation. Here are the major steps to set-up this integration.
1 – Kick-Off Call
We begin with 30 minute kick-off call with your team to discuss your integration.
First, we will determine the appropriate 'username' for your users in Tribal Habits. This will be either the intelliHR ID number or the email address of the user.
For organisations using Single-Sign-On, this will typically be the work email address of your employees.
For organisations with-out Single-Sign-On, and perhaps with employees who use personal email addresses, we may use an Employee Number or intelliHR ID number (as these fields will not change regardless of changes to the user's email).
Second, we focus on the additional fields of user data you may want to sync from intelliHR into custom fields in Tribal Habits – such as location or job title.
NOTE: We sync the current primary job associated with each person for the purposes of populating custom fields like location and job title. We cannot sync multiple jobs from intelliHR.
Third, we can determine if you wish to also sync training completion data and skills attained data back into intelliHR.
We can also discuss the load of your initial users, which can also be completed through our integration (to initially load all your existing users and their data into your Tribal Habits platform). Completing this initial load both eliminates your need to set up users but also verifies all user data (especially when Lists are used for data in Tribal Habits).
2 – Integration Preparation
Our team then prepares the integration, which typically takes just a few days.
3 - Set-up Call
We then organise a second call with your team for the authorisation process. We require one of your intelliHR administrators for approximately 30-60 minutes to complete and test the integration with our team.
First, we will assist your intelliHR admin to create an API key for our integration. To do this, your admin navigates to Settings/Public API Access Keys in intelliHR and uses the Create Access Key link to create a new API key.
IMPORTANT! When the API key is created, this is the ONLY time the key is visible. Your admin will need to copy the key at that point and provide it to our support team on our call.
Second, we will assist your intelliHR administrator to create the required webhooks in your intelliHR platform. This is a simple process that takes <10 minutes. Your intelliHR admin will navigate to Settings/Webhooks in intelliHR and use the Create new webhook option to create seven required webhooks. Our support team will provide your admin with the required 'payload' URLs for our integration in this process.
Our team will step your administrator through the process, which is easy to follow and requires no IT experience. 😀 Once the webhooks are established, we will have your admin make a few changes in intelliHR to test the integration is working.
4 - Go Live
Once your integration is tested and ready to go, we can activate the integration when your team is ready! We actively monitor your integration for the first few weeks to ensure its all working as intended, or to fine tune any requirements. Your integration is then all set!
FAQ: What user data is typically synced from intelliHR?
While we can customise the exact fields you wish to sync from intelliHR, most organisations use (all or some) of the following. NOTE: You do not need to sync all these fields - you can sync all or a selection.
Employee Number
Location
Business Unit
Business Entity
Position Title
Work Class
Work Type
intelliHR ID
Preferred Name
Position Start Date
Company Start Date
intelliHR API People ID
intelliHR API Job ID
intelliHR API Last Sync Date
FAQ: Can we filter which users are synced from intelliHR?
Yes. We do not have to sync all users. We can filter users based on email (e.g. only sync users with a company email) or Work Class (e.g. only sync permanent employees) or any other filter based on user data available in intelliHR.
FAQ: How quickly does information sync with intelliHR?
Almost instantly. Changes are usually applied within 10-60 seconds.
FAQ: Can we filter which training courses are synced into intelliHR?
Yes. We only sync training courses you categorise with "intelliHR". This allows you to focus the data going into intelliHR to that which is of key interest to employees or supervisors.
FAQ: Can we filter which skills are synced into intelliHR?
Yes. We can either sync all skills into intelliHR (including creating skills in intelliHR if they do not exist) or just skills with a certain code (e.g. skills which include the code "iHR" or "intelliHR" for example). Please note that skills in Tribal Habits do not have levels (e.g. basic vs expert). As such, all skills synced into intelliHR are set at the Proficient level (or another agreed level).