What does the managed integration with foundU do?
This integration populates Tribal Habits with new and updated users from foundU on a scheduled basis (from 30 minutes to every 24 hours depending on frequency of updates), including:
New users (Approved in foundU) are created in Tribal Habits
Updated users are updated in Tribal Habits
User data is populated (e.g. job title, location, office code - from fields or tags)
Manager data is populated (including email)
Deactivated users (Archived or Cancelled in foundU) are deactivated in Tribal Habits
Creating qualifications, inductions or licences in foundU from completed training in Tribal Habits
THIS FEATURE REQUIRES AN ACTIVE 50 PLAN OR LARGER
Please note that our managed integration with foundU 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 this managed integration with foundU?
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 foundU. Users can also be deactivated based on data from foundU.
Data consistency
Second, the integration eliminates data inconsistency. Users are updated automatically from foundU, ensuring that your Tribal Habits data matches your foundU data. This allows your organisation to use foundU 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.
What’s required to set up the integration with foundU?
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 foundU 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 foundU or Tribal Habits administrators to finalise testing.
Finally, our integration with foundU 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 and options as we 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 'user name' for your users in Tribal Habits. This will be either the foundU ID number or the work email address of the user.
For organisations using Single-Sign-On (SSO), this will typically be the work email address of your employees. This is usually because your SSO platform will typically use work email as the user name field, and we need to match that field between SSO, foundU and Tribal Habits. In this case, we will add an extra custom field in your Tribal Habits portal for the foundU user ID number for each person.
For organisations without Single-Sign-On, and perhaps with employees who use personal email addresses, we may use the foundU ID number. The foundU ID number will not change for your users, even if they change their email address, so this is a great choice for organisations with frequent email changes among its users (such as in hospitality).
Second, we focus on the additional fields of user data you may want to sync from foundU into custom fields in Tribal Habits – such as location or job title. There are two ways to sync such data from foundU - Tags or User Details. Our integration supports either, so we will seek to understand your foundU set-up and match that.
Fields. For this version of the integration, we obtain details for each user from standard foundU fields - such as office code or location.
Tags. For this version of the integration, we obtain details for each user from the tags applied to each user (from the tag groups created in foundU).
Third, we review any filters on the user sync process - for example, only syncing users from specific office codes or only syncing users with company email addresses.
Finally, we determine if your organisation wants to sync completed training back into foundU as qualifications or inductions (or licences).
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).
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 foundU administrators for approximately 30 minutes to complete an authorisation process and then test the integration with our team.
Our team will step your administrator through the process, which is easy to follow and requires no IT experience. 😀
Specifically, we will:
5 minutes - Authorise your Tribal Habits integration in foundU. For this, we require either (a) temporary admin access to your foundU platform or (b) to guide one of your foundU admins through the authorisation process.
15-30 minutes - Testing the various scenarios in the integration (new user, updated user, offboarded user and so on).
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 foundU?
We can customise the user data synced from foundU. This can include office codes, locations, position titles, supervisor information, tags, custom fields and more.
FAQ: Can we filter which users are synced from foundU?
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 Office Code (e.g. only sync employees from specific office codes) or any other filter based on user data available in foundU.
FAQ: Can we sync qualifications and inductions into foundU?
Yes. foundU requires that you create qualifications and inductions in advance in their portal. Once you have created a qualification or induction, you can then sync with specific topics or pathways in Tribal Habits which provide that qualification or induction. When a user completes the associated training, Tribal Habits will update the qualification or induction in foundU (including any expiry date for an induction and a link to a certificate).
FAQ: Can we filter which training courses are synced into foundU?
Yes. We only sync training courses you categorise with 'foundU qualification' or 'foundU induction' AND where you have set up a matching qualification or induction (or licence) in foundU. Training without those categories, or without a matching qualification or induction in foundU, will not be synced.
Here's the process to set up the training completion sync for qualifications and inductions:
Go into your Tribal Habits portal and ensure you have set up two categories - foundU qualification and foundU induction. NOTE: You may wish to uncheck the option to show these categories on the learner dashboard.
Go to a topic or pathway in your Tribal Habits portal that you wish to sync back into foundU and select it. On the Settings tab of that topic or pathway, assign EITHER the foundU qualification or foundU induction category, depending on the type required in foundU (remembering that the induction category requires a certified date).
Obtain the ID number of the topic or pathway from the URL in Tribal Habits. It will be the number in the URL like this (5 in this example).
Go into foundU and to the Compliance Records settings. You will need to create a qualification or induction in foundU to match the topic or pathway in Tribal Habits. Add the type of knowledge and the ID number into the App ID for your required qualification or induction to 'match' to the topic or pathway in Tribal Habits. So you would enter "topic-54" or "pathway-56" for example (depending on whether its a topic or pathway and the ID number of the topic or pathway).
FAQ: How quickly does information sync from foundU?
For User Data (to sync users from foundU to Tribal Habits), the sync a scheduled update - this means the update occurs on a fixed schedule. We can agree this schedule with you, depending on the frequency of changes in your organisation and the required timeliness of those changes. For most organisations, an update every 1-2 hours during work days is sufficient, but we can increase or decrease the frequency as required.
For Training Data (to sync completed enrolments in Tribal Habits to qualifications or inductions in foundU), the sync is instant. As soon as the course is completed in Tribal Habits, we sent the qualification or induction to foundU within a few seconds.