Integration: Connect TriNet to Trakstar Learn via SFTP Data Feed

Connecting Learn to TriNet via an SFTP Data Feed is easy. Below are the steps you and your technical teams need to set this up.  If you are ready to connect your HRIS and Trakstar Learn, contact us at learn@trakstar.com! 

Employee Information that will be synced between TriNet and Learn

• EmployeeID – This needs to exist for all employees already in Trakstar (we can help with that!)
• First Name
• Last Name
• Email Address - this will also be used to set a username when a new employee is onboarded through the sync
• Position (Job Title)
• Hire Date
• Department
• Location
• Employee Classification - Part Time, Full Time, Contractor, etc

Getting Started

To set up the file feed in TriNet, you must be a TriNet Workforce Analytics Administrator. Once you are ready, please contact our support team at learn@trakstar.com to begin, and they will connect you with an integration expert to assist you.

We can use some of the data from the report to create group assignments in Learn – to help you assign courses to your new hires. You can choose Position, Department, Location, or Employee Classification, and if there is a group in Learn that matches the value from those fields, we will assign the group to your employee automatically. Please let your Trakstar Integration Coordinator know if you would like to use this feature.

Create the Report on TriNet

This process will create a report that contains all active employees and the demographics you can use to group them in Trakstar Learn. TriNet has created a template containing all the fields we can collect to speed up the process for you. To access the template, a Workforce Analytics Administrator will log in to TriNet and navigate to Reports > Workforce Analytics > Community Templates > Trakstar Integration Template.

While Trinet does allow you to edit the template,  it is essential to note that our integration is designed to work with the data exactly the way it is. Any modifications to the template may negatively impact your employee data in Trakstar or cause the integration to cease functioning. Please speak to your integrations coordinator about any changes you hope to make.

The report will only contain active employees and those who are on leave. If an employee exists in Trakstar who is not also in the file, that employee will be terminated in Trakstar. The file is considered the source of truth.

Make the Connection

From within TriNet, select the scheduler link in the side navigation, just under Community Templates.   Click  Add New Schedule in the top right corner of the page.

In the search box, type Trakstar and select  Trakstar Integration Template.  Click Next, and then the Schedule button.  Check Use SFTP, and remove your name from the recipients list if it is there.  Click Next.

Click the SSH Authentication Toggle to  On and fill in the SFTP information as follows:

• Format = CSV
• Delimiter - Comma
• Hostname = sftp.trakstar.com
• Port = 22
• Directory = Leave Blank (unless told otherwise by the integrations team)
• Username = will be provided by Trakstar

Once the above information is entered, click the  Download Key button and send the file to your Trakstar Integrations Coordinator.

Change the frequency to Daily, and select any time before 1 am PST.

We will map your key to your user account and begin testing your integration!