HRIS Integration

Overview

This guide outlines the process of integrating your Human Resource Information System (HRIS) with 5Mins for seamless employee data synchronization. The integration allows 5Mins to access specific employee data points to enhance your organization's learning experience while ensuring data privacy and security. 5Mins offers integration with 50+ HRIS platforms including HiBob, Workday, Gutso, CharlieHR, SageHR etc. Please connect with Sales / Customer Success team for further details.

Key Use Cases for HRIS Integration

1. Automated User Provisioning

  • New employees are automatically invited to 5Mins when they join the company

  • Eliminates manual onboarding processes and ensures immediate access to learning resources

2. Automated User Deprovisioning

  • Users who leave the company are automatically removed from 5Mins

  • Prevents unauthorized access to company learning resources

  • Reduces administrative overhead in managing former employee accounts

3. Organizational Structure Synchronization

  • User profile data is automatically updated when employees change teams or departments

  • Ensures accurate reporting and analytics by department/team

Integration Process

Step One: Create a Service/API User in your HRIS

  1. Navigate to your HRIS settings or admin panel

  2. Locate the integrations or API section

  3. Create a new service user/API user specifically for 5Mins integration

  4. Save the service user credentials (User ID and API Token/Key)

Please Note - This step is different for each HRIS, please refer to specific

Step Two: Configure Appropriate Permissions

  1. Configure access permissions to include only the required employee data points:

    • Basic employee information

    • Reporting relationships

    • Department/team structure

    • Work location data

  2. Ensure the permission scope includes all relevant employee lifecycle statuses:

    • Active/Employed

    • Newly Hired

    • Terminated/Offboarded

  3. Save and apply the permission settings

Step Three: Link Your HRIS Account to 5Mins

  1. 5Mins will provide you with a secure integration link

  2. Access the link and authenticate using the service user credentials from Step One

  3. Review the data access permissions that will be granted to 5Mins

  4. Confirm and complete the integration

Data Points Accessed by 5Mins

5Mins requires minimal employee data to function effectively. The integration will only access the following data objects and fields:

Employee Data

  • Employee ID

  • First name

  • Last name

  • Work email

  • Employment status

  • Department/team

  • Manager relationship

  • Start date

  • Work location

Organizational Data

  • Department/team IDs

  • Department/team types

  • Department/team names

Location Data

  • Location ID

  • Country

Important Notes:

  • 5Mins does not require access to sensitive information such as:

    • Payroll data

    • Home addresses

    • EEO information

    • Personal contact details

    • Time off records

    • Performance data

    • Compensation information

  • During the integration process, you will have an opportunity to verify exactly which data fields 5Mins will access

  • The integration can be tested in a staging environment before deploying to production, if required

  • Data access can be revoked at any time by disabling the service user in your HRIS

Verification of Data Access

During the integration process, 5Mins provides a transparent verification screen that details:

  • Exactly which data fields will be accessed

  • Which data points will NOT be accessed

  • Confirmation of data usage limitations

This verification ensures that only the minimum necessary data is shared for the 5Mins platform to function properly.

Data Security Assurance

  • 5Mins only stores the specific data fields mentioned above

  • All data is encrypted in transit and at rest

  • 5Mins adheres to industry standard security practices and compliance frameworks