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Rippling: set up and integrate Rippling with LearnUpon

Product
  • Updated

Add learners automatically using Rippling data

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

Availability: US data residency only. Depends on your LearnUpon plan

Contact your Customer Success Manager or Implementation Consultant to discuss.

US data residency organizations that use Rippling to manage HR records can integrate it with LearnUpon. Rippling provides account information to set up learners' portal accounts automatically.

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

Prerequisites

This integration is available:

  • for organizations with US data residency, aka your default portal address is yourdomain.learnuponus.com
  • for Rippling customers with App Management in their Rippling plan

The integration must be installed, and uninstalled, through Rippling's authentication flow. You can start the flow from either Rippling or LearnUpon. When you disconnect the integration, you must do so in both Rippling and in LearnUpon

In LearnUpon: 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:

Rippling and LearnUpon: overview

Connect your organization's HR records to your learning portal

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

Rippling provides default employee attributes from the following information types:

  • first name
  • last name
  • email

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

For created accounts in portals where SSO is disabled, learners must set a password at login.

For created accounts in portals where SSO is enabled, learners do not need to set a password. If a user also wants to use a password and the login page is enabled then they will need to reset their password using the Forgot your password? option or ask an admin to reset the password on their behalf.

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

Rippling works with SSO by default and setting it up is an optional part of the integration process. When enabled, users will see a button on the login page with the Rippling logo that can be used for SSO. 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

LearnUpon uses webhooks from Rippling to create and update learner accounts in near real-time and also checks Rippling for new user details once a day to synchronize any user data changes that were not included in a webhook event. Optionally, admins can start a sync manually from LearnUpon by navigating to the Rippling page in a LearnUpon's portal settings and selecting Sync.

If a learner's first name, last name or email address change in Rippling, LearnUpon updates the learner's information in your portal without creating a new account.

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

Tip: any changes you make in Rippling will be automatically synced to matching learner profiles in LearnUpon in near real-time using Rippling webhooks.

Once synchronized, you can see learners provisioned by Rippling in your LearnUpon portal.

Rippling status and learner creations

In order to create users in LearnUpon, an employee must be assigned to the LearnUpon app in Rippling and their status field must be set to active. If an employee's status in Rippling is inactive, LearnUpon does not synchronize the learner, and does not create a profile in your LearnUpon portal.

Handle existing learners in the LearnUpon portal

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

After setup, the integration "fetches" all the learners from Rippling based on their email addresses, to map them in LearnUpon, including updating the custom user data for existing portal accounts.

When a user in LearnUpon is no longer active in Rippling, LearnUpon will continue to retain the user's user data and enrollments unless they are manually deleted from your portal. This allows you to maintain your reports or seamlessly reactivate a user's LearnUpon profile in cases where they return from long-term absences or re-join your company.

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

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

The integration supports connecting your HRIS fields to any of the field types in LearnUpon.

See: Custom user data: set up custom fields

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between Rippling and LearnUpon. If they don't match, Rippling can't send the correct value to LearnUpon.

When you use the following field types in custom user data, make sure the values are identical to the corresponding field in Rippling:

  • String choice
  • Decimal choice
  • Integer choice

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

Map your data: connect customized HRIS fields to LearnUpon custom user data

Contact your Customer Success Manager or the Support team, to map your custom fields to LearnUpon custom user data. Use your custom fields to run dynamic rules in LearnUpon, and automate assigning learners to groups and enrollments.

Access permissions

  • Admins with full portal permissions: can set up the feature

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

Note: each portal requires a separate Rippling instance.

The LearnUpon admin who sets up the integration requires access to a Rippling account and appropriate permissions in Rippling. During setup the admin gives consent for LearnUpon and Rippling to connect to each other.

Add Rippling 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.

You can connect LearnUpon to Rippling from within your LearnUpon portal or within your Rippling account.

Set up the integration from LearnUpon

  1. From main navigation go to Settings > Integrations > HR Integrations.
  2. Select Rippling.
  3. From Rippling integration page in LearnUpon, select + Connect.
  4. In the Rippling dialog that opens, select Continue to access Rippling from LearnUpon.
  5. Once the integration redirects you to the LearnUpon app listing in Rippling's App Shop, select Connect account.
  6. Navigate through the screens that appear and review the permission scopes required to provision and sync user data.
  7. On the last screen, select Continue to access LearnUpon from Rippling.
  8. In the Rippling Connect your account dialog that opens, agree to the End user terms by selecting Next.
  9. The integration will redirect you back to Rippling to finish installing the application.

Set up the integration from Rippling

  1. Install the LearnUpon app by selecting Connect account on the LearnUpon app listing in Rippling's App Shop.
  2. Navigate through the screens that appear and review the permission scopes required to provision and sync user data.
  3. On the last screen, select Continue to access LearnUpon from Rippling.
  4. In the Rippling Connect your account dialog that opens, agree to the End user terms by selecting Next.
  5. The integration will redirect you back to Rippling to finish installing the application.

Map your data from Rippling to LearnUpon

The integration uses standardized field names to make connecting between applications easier. The listed attributes for Rippling may vary slightly from what you see in Rippling pages.

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between Rippling and LearnUpon. If they don't match, Rippling can't send the correct value to LearnUpon.

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

Set defaults to add Rippling learners

This process sets the default behavior for how the integration notifies users when they have been added to LearnUpon from Rippling. These settings apply based on the default configurations that you set in Rippling or during LearnUpon's daily synchronization.

  1. From main navigation go to Settings > HR integrations.
  2. Select Rippling.
  3. Select Invite configuration.
  4. From How to add new users? select 1 of:
    • Create as an active user and send a welcome email
    • Create as active user only
  5. Save changes to finish.

Synchronize between LearnUpon and Rippling

An initial sync during the integration setup prompts Rippling to add learners based on settings in Rippling. After the first sync, LearnUpon synchronizes its records with Rippling in near real-time when employee data changes occur in Rippling.

Remove Rippling from your LearnUpon portal

  1. From main navigation in your LearnUpon portal, go to Settings > Integrations > HR Integrations.
  2. Select Rippling.
  3. From Rippling, select Disconnect.
  4. In the dialog that opens, select Disconnect to confirm.

Remove LearnUpon from your Rippling account

  1. From main navigation in Rippling account, go to App Shop > Installed > LearnUpon LMS.
  2. From the LearnUpon app page, go to Installed > Settings > Uninstall.

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