BambooHR: set up and manage BambooHR in LearnUpon – Knowledge Base

Add learners automatically using BambooHR data

Connect BambooHR to LearnUpon, and map BambooHR attributes to LearnUpon custom user data to create dynamic rules.

Availability: all customers

If you use BambooHR to manage your HR records, you can integrate BambooHR with LearnUpon. BambooHR provides account information to set up learners' portal accounts automatically.

Learn more about BambooHR: LearnUpon is not responsible for content outside this website.

BambooHR and LearnUpon: overview

Connect your organization’s HR records to your learning portal

The integration works in one direction, sending user details from BambooHR to LearnUpon: BambooHR provides the single source of truth of learner details.

BambooHR provides default employee attributes including:

first name
last name
email

Using default attributes, LearnUpon creates learner accounts in your portal. You can add more attributes from BambooHR, by mapping attributes to LearnUpon custom user data fields.

Learners receive a unique link to the email address provided: the link expires after 72 hours.

for invites, learners receive a randomly generated password. They must change the password when the log in
for created accounts learners, must set a password at login

Note: by default, LearnUpon creates all new accounts as learners. After you create accounts, you need to edit some accounts to change their user type from learner to manager, instructor or admin.

See: Add users to your portal

For organizations that use SSO, LearnUpon creates learner accounts from BambooHR data but does not send a conventional email notification. Through SSO credentials, learners already have their login details, and don't need to set a new password.

See: Set up SAML SSO for your portal

Invite a specific group of learners to LearnUpon

Optionally, you can invite all learners or a selected set of learners to LearnUpon. You choose who to invite by running a custom report in BambooHR to select the learners, and providing the report ID to LearnUpon.

You send invites starting from 1 of 2 dates:

on the learners' hiring date
the date they are added to BambooHR - for example, HR staff may add people to BambooHR before the learners start their first day of work

LearnUpon checks BambooHR for new user details once a day to synchronize portal records to BambooHR. Optionally, the admin can start a sync manually from LearnUpon.

If a learner’s first name, last name or email address change in BambooHR, LearnUpon updates its version, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the termination date in BambooHR.

Tip: when you update data in BambooHR and need the changes to appear immediately in LearnUpon, run a manual sync. You can run up to 5 syncs in an hour.

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads, or created through the API, are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal.

BambooHR status and learner invitations

For BambooHR's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

Handle existing learners in the LearnUpon portal

LearnUpon treats BambooHR as the source of truth about learner details.

After setup, the integration “fetches” all the learners from BambooHR to map them in LearnUpon, including updating the custom user data for existing portal accounts.

Map your data: connect BambooHR fields to LearnUpon custom user data

Use attributes from BambooHR to fill out custom user data fields in LearnUpon. LearnUpon’s custom user data runs the dynamic rules to add learners to groups.

When you create groups, you can set up courses to enroll learners automatically as soon as they join a group.

Access permissions

The integration is available for top-level and sub-portals.

The LearnUpon admin who sets up the integration requires access to a BambooHR admin account.

Prerequisites

Set up groups, custom user data and dynamic rules

To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:

For invites only: run a custom report in BambooHR

To configure the invite to a set of learners within BambooHR, you need to run a custom report in BambooHR, to select the learners based on your criteria. You use the report’s ID, shown as part of its URL, to run the invitation list for LearnUpon.

The following screenshot shows a sample report URL, partly obscured, with the report ID as suffix highlighted.

Add BambooHR to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

From main navigation go to Settings > Integrations > HR Integrations.
Select BambooHR.
From BambooHR, select + Connect.
In BambooHR Integration dialog that opens, enter your organization’s Subdomain, without https://.
Select Connect.
If you're not already logged in: in the BambooHR login dialog that opens, log in with your admin username and password.

The following screenshot shows the BambooHR Integration dialog, that requires your organization’s Subdomain.

On HR Integrations, the integration appears as Active.

Map your data from BambooHR to LearnUpon

From main navigation go to Settings > HR integrations.
Select BambooHR.
From the main page select Map your data > Add new mapping.
From Select new attribute, select a BambooHR attribute name.
From Select CUD field, select a LearnUpon custom user data field to match.
When required:
- repeat these steps to create as many fields as you need
- select X next to a row to remove a connection
Save changes to finish.

Set defaults to add BambooHR learners

This process sets the default behavior for the integration, to add accounts from BambooHR. These settings apply during the daily synchronization, or when you run a manual sync.

From main navigation go to Settings > HR integrations.
Select BambooHR.
Select Invite configuration.
From Who do you want to invite to LearnUpon? select 1 of:
- All employees
- Only certain employees
For Only certain employees, enter the report ID from the BambooHR custom report.
From When do you want to invite them? select 1 of:
- When they are added to BambooHR
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

The following screenshot shows Invite configuration with a sample Report ID required, prior to Save changes.

Synchronize between LearnUpon and BambooHR

A sync prompts BambooHR to add learners, based on settings in Invite configuration. After the first sync, LearnUpon synchronizes its records with BambooHR once a day automatically.

You can run a manual sync at any point as required - for example, after creating a new group of accounts in BambooHR.

From main navigation go to Settings > Integrations > HR Integrations.
Select BambooHR.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked:

for created accounts, go to Settings > Users and filter for users created after the selected date
for invited accounts go to Settings > Users. From secondary navigation select Pending Users to view the progress of invites

Remove BambooHR from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select BambooHR.
From BambooHR, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

BambooHR documentation for reference

BambooHR Help Center

See:

Knowledge Base: all integrations

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