Integration: Connect HRIS to Trakstar Learn via SFTP Data Feed
Trakstar Learn supports Secure File Transfer Protocol (SFTP) integrations with HRIS platforms to automatically synchronize user data. Once configured, your HRIS can deliver a CSV file to Trakstar Learn on a scheduled basis, helping keep employee information up to date without manual imports.
Before You Begin
If you're ready to start an SFTP integration, contact learn@trakstar.com to begin working with the Trakstar Learn Integrations team.
Step 1: Generate the Required HRIS Export
Work with your HRIS administrator to automate the delivery of a CSV file containing the following columns in this exact order:
| Column |
|---|
| Employee ID |
| First Name |
| Last Name |
| Business Unit |
| Home Department |
| Company Code |
| Location |
| Job Class |
A CSV template is available from Trakstar Learn to help ensure the correct format is used.
Step 2: Create Required Custom Fields in Learn
Create the following six custom fields in Learn. The fields may be named differently if desired, but they must appear in the following order:
| Order | Required Field | Notes |
| 1 | Employee ID | Required. Must contain the unique employee ID from your HRIS. |
| 2 | Business Unit | Optional organizational field. |
| 3 | Home Department | Optional organizational field. |
| 4 | Company Code | Optional organizational field. |
| 5 | Location | Optional organizational field. |
| 6 | Job Class | Optional organizational field. |
The Employee ID is required because it is used to match employee records between your HRIS and Trakstar Learn. Without a unique Employee ID, the integration cannot function correctly.
Optional: Automate Group Assignments
One of the organizational fields (such as Department, Business Unit, or Location) can be used to automatically assign employees to Groups in Learn.
For example, if you use Department:
- Create a Group in Learn for each department.
- Employees will automatically be assigned to the matching Group during synchronization.
- Course assignments associated with those Groups will also be assigned automatically.
Step 3: Map Your HRIS Fields
Determine which fields in your HRIS correspond to the required CSV columns and provide that mapping to your HRIS administrator.
Before the integration is enabled, ensure every existing employee in Learn has the correct Employee ID populated so records can be matched successfully during synchronization.
Complete an SFTP Data Feed Integration
After preparing your HRIS export and Learn account, complete the remaining steps to finish the SFTP integration.
Step 1: Configure the SFTP Connection
Your HRIS administrator will need the Trakstar Learn SFTP connection information and credentials.
Some HRIS providers may require you to complete an SFTP configuration document. If needed, the Trakstar Learn Integrations team can assist with providing the required connection information.
Step 2: Allow Time for HRIS Configuration
After your HRIS team has the required connection details, they will configure the automated file delivery.
This stage typically takes 2–3 weeks, although timelines vary depending on your HRIS provider.
Step 3: Send a Sample CSV File
While your HRIS team is configuring the automated delivery, send Trakstar Learn a copy of the CSV file that will be used for synchronization.
The Integrations team uses this file to begin building and validating the integration before the automated feed is enabled.
Step 4: Integration Testing
Using the sample CSV, the Trakstar Learn team will:
- Configure the integration.
- Test the imported data.
- Perform additional validation after your HRIS begins sending automated files.
Step 5: Review and Go Live
After testing is complete, the Trakstar Learn team will review the imported data with you and make any necessary adjustments before the integration is considered ready for production.