HRIS Sync via automated report delivery

Overview

5Mins.ai supports automated HRIS integration through secure file delivery, allowing you to keep your learning platform synchronized with your HR system without manual data entry.

How It Works

Instead of complex API integrations, we accept automated HRIS data through two simple methods:

Your HRIS system can be configured to automatically send employee data on a scheduled basis (daily, weekly, or as needed).

Required Data Format

Your HRIS export should include the following columns in CSV format:

Column

Description

Example

id

Unique employee identifier

EMP001

first_name

Employee's first name

John

last_name

Employee's last name

Smith

work_email

Business email address

john.smith@company.com

team_name

Department or team name

Engineering

manager_id

Manager's employee ID

MGR001

country

Employee's work country

United Kingdom

status

Employment status

Active

join_date

Start date (YYYY-MM-DD)

2024-01-15

Setup Options

Option 1: Self-Service SFTP Setup

If your IT team prefers to set up the integration independently, follow these steps:

SFTP Server Details

Setup Process

  1. Generate SSH Key Pair

  2. Share Public Key

    • Send your SSH public key to integrations@5mins.ai

    • Include your company name and preferred username in the email

  3. Receive Credentials

    • We'll provide your unique username and confirm the connection details

    • Test the connection with your IT team

  4. Configure Automated Delivery

    • Set up your HRIS to export data in the required format

    • Schedule regular uploads (we recommend daily for active organizations)

Option 2: Email Delivery

For simpler setups or smaller organizations:

  1. Configure HRIS Export

    • Set up your HRIS to export employee data in the required CSV format

    • Schedule automatic emails to integrations@5mins.ai

  2. Email Requirements

    • Subject line should include your company name

    • Attach the CSV file (ensure it follows our format)

    • We recommend daily or weekly delivery schedules

Frequently Asked Questions

Q: How often should we send data updates?

A: We recommend daily updates for organizations with frequent changes, or weekly updates for smaller, more stable teams. You can adjust the frequency based on your needs.

Q: What happens if we miss a scheduled upload?

A: No problem! Our system will process the next file you send. However, any changes that occurred during the gap won't be reflected until the next successful upload.

Q: Can we include additional employee attributes?

A: Yes! While the columns listed above are required, you can include additional columns for custom employee attributes. Contact us to discuss mapping these to your learning platform.

Q: Is the data transfer secure?

A: Absolutely. SFTP uses SSH encryption for secure file transfer, and email delivery uses encrypted channels. All data is processed securely and stored according to GDPR and data protection standards.

Q: What if our HRIS doesn't support automated exports?

A: Many HRIS systems support scheduled reports or exports. If yours doesn't, contact our support team - we can explore manual upload options or help you work with your HRIS vendor.

Q: How do we handle employee terminations?

A: Set the "status" field to "Inactive" or "Terminated" for employees who have left. This will automatically update their access in the learning platform.

Q: Can we test the integration before going live?

A: Yes! We can set up a test environment where you can validate the data format and integration process before switching to live data.

Getting Started

Ready to set up your HRIS integration?

  1. Self-Service Setup: Follow the SFTP instructions above if your IT team wants to configure the integration independently.

  2. Assisted Setup: Contact us at support@5mins.ai if you'd prefer our team to help guide you through the setup process.

Support

For technical assistance or questions about HRIS integration, please email: support@5mins.ai