Steps to Setup HRIS Integration

As the Learning Leader, you can save time and energy during program setup by setting up the HRIS Integration into Hone. Instead of emailing .csv files to the Hone team, the integration automatically syncs learner data from your HRIS into Hone and updates it every night for accurate reporting. 

Pre-Requisites for HRIS Integration with Hone

1. Appropriate Access & Permissions
   • The person setting up must have Hone Admin access in the Hone platform.
   • They must also hold super-admin rights in the HRIS to generate and share an API key (Hone integrations use API-based connections).
2. Supported HRIS Features
   • The HRIS must provide API access to employee directory data.
3. Alignment on Limitations
   • Customer must understand that only standard fields are supported (no custom fields, no filters).
     • See employee fields below.
   • The integration does not automatically invite users or manage memberships; it only syncs people data.
     
     • Invites to programs and membership activation occur within the platform.
4. Internal Readiness
   • An IT/HRIS owner who can provision credentials and monitor API usage.
   • Agreement on deactivation workflow (terminated users in HRIS will automatically deactivate in Hone) and rehire limitations.

Minimum Requirements from Your Organization

Hone’s integration works only if the HRIS provides the following:

• Dedicated HRIS contact (super-admin access to the HRIS API Key and read access to the employee directory)
  • HRIS contact must have a key understanding of where data sits in their organization’s HRIS system.
• The following employee fields:
  • First name
  • Last name
  • Work Email address
  • Department
  • Job title
  • Employee Type
    • All employees (we are currently unable to support importing specific employee types, such as contractors and contingent workers).
      • If you are interested in syncing segmented employee populations, this requires an additional investment from your organization to implement an SFTP file transfer. 
  • Location
  • Manager name
  • Manager email

That is the smallest set of data Hone can pull and sync. Anything beyond this (like org structures, custom cohorts, extra attributes) will not be used in the integration.

What Hone Does Not Require or Handle

• Custom fields or filters from the HRIS.
• Direct manager/employee reporting trees (only manager name and email syncs, but no org chart visibility in Hone).
• Any impact on contracts, billing, or program setup (the integration is purely about syncing employee data).
• Personal employee information (personal address, salary, SSN, etc.)

HRIS Integration vs. Learner Upload in Hone

HRIS Integration

A good candidate for HRIS integration is an organization that:

• Needs ongoing, automated updates to learner information (e.g., department changes, job title updates, employee exits).
• Has a large or frequently changing workforce, where manual uploads would be inefficient.
• Uses standard employee fields (refer to employee field list above). 
  • Hone’s integration does not support custom fields or filters.
• Has API access to the HRIS, plus super-admin rights to generate an API key.
• Wants to maintain a centralized source of truth for people's data.

Learner Upload

A good candidate for Learner Upload is an organization that:

• Only needs to add or update learners on a small scale or occasional basis.
• Does not have an HRIS, or the HRIS does not support the necessary API/fields.
• Prefers a fast, manual setup without IT involvement.
• Want the data visible in the Hone platform to be different from the data in your HRIS (i.e. location, department, learner’s manager).

Steps to Setup HRIS Integration

Once you set up the integration on your HRIS side, you can set up the integration on the Hone side. You will have access to the steps below in Hone. 

Please note that Hone Admin access is required. 

1. Log into the Hone portal and click on team settings in the top right-hand corner. 

2. Click HRIS integration on the left-hand panel.

3. Click on your HRIS system and the details about the HRIS system in the flyout window. Click on Connect.

• A pop-up window will appear to enter the information from your HRIS. There will be a link with detailed instructions to prepare your HRIS for the integration with Hone. 

After a few minutes, refresh the page and do the following to verify the integration was completed. 

4. You will see a checkmark icon and Synced at the top of the page. 

• Please note: The sync may take up to 24 hours to complete. 

Disconnect HRIS

You can disconnect or resync the HRIS integration with the Hone platform at any time. Please follow the instructions below. 

1. Log into the Hone portal and click on team settings in the top right-hand corner. 

2. Click HRIS integration on the left-hand panel and select your HRIS system.

3. Click on the three dots ‘…’ and click 'Disconnect’.

Resync HRIS

If you want updates from your organization's HRIS to sync with Hone immediately, you can do the following: 

1. Log into the Hone portal and click on team settings in the top right-hand corner. 

2. Click HRIS integration on the left-hand panel and select your HRIS system.

3. Click on the three dots ‘…’ and click 'Resync’.

FAQ

• If HRIS is connected, admins can only invite learners whom the HRIS recognizes. 

  • Please check with your HRIS representative if additional costs will be associated with the integration. 
• Setting up HRIS will not activate membership, invite learners to a program, or count towards your contract. 
• HRIS will sync and update your employees' information every night, such as department, job title, location, manager name, etc.
• Any manual upload via CSV Learner Upload will be overridden when HRIS syncs overnight. 
• Inactive employees in HRIS will automatically be deactivated in Hone. Deactivated learners’ data will remain in the platform for reporting purposes. The following will occur for deactivated learners. 
  
  • Revoke platform access.
  • Remove Membership access.
  • Unenroll the learner from any future classes (to not impact attendance rates).
  • Remove learners from the ‘learners to follow up’ section in programs.
  • From the Learner tab of the admin platform, the learner will have 'Deactivated' next to their name.

If you are having trouble with the HRIS integration, our Hone team will be happy to help. Please complete the Admin Support Form.