Integration: Connect HRIS to Trakstar Learn via SFTP Data Feed

Trakstar currently offers the ability to connect a SFTP (secure file transfer protocol) data feed from your HRIS to relieve the burden of manually updating users within the system. Often, your HRIS can set up automatic nightly delivery of a file to our servers, allowing Learn to keep your user data up to date and in sync with your source of truth.

Connecting Trakstar and your HRIS via the SFTP data feed is easy. Below are the steps included for you and your technical teams to set this up.  If you're ready to begin connecting your HRIS and Trakstar Perform, reach out to us at! 

Step 1: Ask your HRIS if they can automate the delivery of a CSV file with the following column headers. Include the below columns, in order, from left to right. Download a template of this report here.

Empl ID
First Name
Last Name
Business Unit
Home Department
Company Code
Job Class

Step 1.5: Six custom fields will need to be created in Learn to accommodate the data coming from the CSV file. You can name the fields whatever you like, but they will need to be in the following order:

  1. Employee ID - This is required and is needed to match data with your HRIS. This should be the unique employee ID as it is in your HRIS system for each employee.
  2. Business Unit*
  3. Home Department*
  4. Company Code*
  5. Location*
  6. Job Class*

*These fields can be used to assign users to groups in Learn automatically

Step 2: You will need to identify which data in your HRIS system best matches the column headers we are looking for and let your HRIS know. The external ID field needs to be the unique ID for your employee as it is set in your HRIS - without this, the integration will not work. These IDs will need to be added to your employees in Learn before we turn on the sync.

Step 3: Your HRIS will need information about the SFTP environment and credentials, and they may provide you with a document to fill out to return back to them. We are happy to help you fill out any information you need from Trakstar.

Step 4: Once you have given the information to your HRIS, they should be able to tell you how long it will take for them to set it up. We have seen this stage take as long as 2 to 3 weeks. 

Step 5: While you wait for your HRIS to set up the delivery, provide Trakstar with the downloaded copy of the CSV file.

Step 6: Using the downloaded copy, Trakstar will now begin to create your integration and we will use this file to start testing. We will test again once your HRIS is sending the files

Step 7: After reviewing the data for errors in the testing environment, Trakstar will work with you to make any adjustments that are needed.

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