Organizations today have more data at their disposal than ever before. However, this information is often scattered across multiple systems that don't communicate with each other. Integrations allow data to move automatically from one system to another, making learning and competence development easier.
In this blog, we'll go through the benefits of integrations, the types of integrations we implement in the Vuolearning platform, and how the integration implementation process works.
A learning environment can be integrated with several systems, such as HR systems or other learning platforms. Integrations deliver concrete benefits for HR operations as well as the entire organization.
Less manual work. User accounts are created and removed automatically based on HR system data. The right content and learning paths are automatically assigned to the right people, for example based on role or team. HR saves time when users and permissions no longer need to be managed manually.
The right learning at the right time. Users receive content that is tailored to their role or team.
Better employee experience. Single sign-on (SSO) makes using the learning platform easy, as users don't need to remember separate login credentials. Each user is assigned content that is relevant to them, making learning smooth and motivating.
Better visibility into skills and learning impact. Reports can be created based on the users' background data, for example by team, role, or across the entire organization, which makes reporting and skills tracking easier. Learning platform data can also be combined with other reporting systems so that learning becomes a part of a broader decision making and leadership.
Fewer errors and up-to-date data. When data moves automatically between systems, it stays up-to-date, manual steps are reduced, and the risk of errors decreases.
Organizational structure supports delegating responsibility. Responsibility for tracking completions can be delegated to supervisors who can monitor their own team's progress and grant completions for their team members.
Broader and more active use of the learning platform. The supervisor structure in the platform engages managers in leading learning. SSO makes the platform easily accessible for all employees. New employees are added automatically, and organizational growth does not increase HR or administrative workload or create bottlenecks.
A variety of integrations can be implemented in the learning environment. Below are examples of integrations we implement for the Vuolearning platform.
Personal data integration means that Vuolearning retrieves information from an HR system for example once per day.
When a profile is created for a new employee in the HR system, the integration automatically creates a user account for them in Vuolearning. If the employee's information changes, the integration retrieves the updated data to the platform, and when the employee leaves the organization, the user account is automatically removed. The integration keeps the data in Vuolearning and the HR system synchronized.
Employee data integrations can be implemented with most common HR systems.
Typical data transferred via the integration includes employment start and end dates (which control account creation and removal), name details, employee ID, basic employee information, work email, and background data used for content assignment and reporting, such as team, business unit, or job title. These details are always reviewed together with the customer and can be flexibly customized to meet specific needs.
Based on this background data, users can be automatically assigned content that is relevant to them. For example, an onboarding course for a specific department can be automatically assigned to all employees whose profile includes that department.
Background data can also be used to generate targeted reports, for example for a specific location, and export them to Excel.
Manager data can also be imported into the learning platform. The HR system defines who manages whom, and managers receive a supervisor role in the platform along with the My team page where they can see their team members and their completions. This enables organizations to delegate completion tracking, granting, or for example documentation of development discussions to managers.
Key benefits of the personal data integration:
Another integration type involves exporting completion data from Vuolearning to the HR system. This integration is often combined with importing personal data.
Completion data is synchronized between Vuolearning and the HR system, for example once per day. Vuolearning can send data related to courses, learning paths, achievements, and events.
The specific data sent to the HR system is defined flexibly based on the customer's needs. This may include completion date, expiration date, training name, a unique learner identifier, or completion duration, if for example tracking of training hours is required.
A third integration type involves importing completion data from other platforms into Vuolearning. This is useful when an organization uses multiple learning platforms and wants to create a centralized training register in Vuolearning.
A training register for external trainings is created on Vuolearning’s Achievements page (either as an achievement activity or an individual achievement), and the integration fetches completion data from external systems into Vuolearning’s achievements.
Single sign-on (SSO) allows users to access the learning platform using credentials from another system, such as Office 365. With SSO, users don’t need to remember separate login credentials, and moving between systems becomes easier. SSO also enhances information security, as account management is centralized and user accounts don’t need to be manually removed from the learning platform when SSO credentials are deactivated.
Vuolearning has a clear, structured process for implementing integrations. Customers are supported throughout every phase of the process.
When the HR system and learning environment work seamlessly together, learning becomes a natural part of the organization's everyday life. Integrations reduce manual work, improve data accuracy, and support targeted learning.
With Vuolearning integrations, HR gains a clear view of skills development, managers can be actively involved in leading learning, and employees benefit from a smooth, relevant learning experience.