When setting up LMS integration with Access Care Rostering, it ensures that completed training is linked between the two systems.
Before set up
Before setting up the integration between Access LMS and Access Care Rostering, the following processes must have already been completed:
Process | If not completed |
Creation of Access Workspace Organisation within the Workspace administrator site | Contact the Access Workspace team. |
Creation of an Access LMS adapter within Datahub | Contact the LMS team. |
Creation of a Publisher within the Access LMS adapter within Datahub | Contact the LMS team. |
Creation of an Access Care Rostering adapter within Datahub | Contact the Access Care Rostering team. |
Permission to Datahub granted to you | Contact the Access Care Rostering team. |
Access Care Rostering configuration complete | Contact PM/SDM. |
Access LMS configuration complete | Contact the LMS team. |
Queue ID
You need to locate and copy the queue ID for training and qualifications, to do this follow these steps:
Click Settings, then click Other.
Click Integration, then click Integration Settings.
Select the Queue ID tab.
On page two, locate Training and Qualifications.
Copy the queue ID.
Access Care Rostering subscriber
The LMS Adapter in Datahub is already configured to publish the training course data to Datahub, so a subscriber is required on the Access Care Rostering adapter to pull the training data from Datahub. To do this:
Log in to Access Evo using your login details.
From the Access button, select Datahub.
Search for and select the client name in the select organisation field.
Click the Manage tab.
In the Cloud Care Rostering Adapter's subscriber section, click on the Actions button to the right and then click on Add Subscriber.
Firstly, within the channel fields, select Training.
đ¤Tip: If training doesnât appear in the list, click on Add new channel below the field, and enter the name as training and description as completed training course.
Select the data type as Care Rostering event.
Select the channel as training.
Click Create.
Change the Execution Interval to 30000.
Enter the Queue Identifier copied from Access Care Rostering
Click Save, then you should be taken back to the manage page.
đ¤Tip: If it doesnât click Manage in the top left corner.
Click Actions to the right of the subscriber you just set up.
Click on Enable.
This should change the status and show as OK.
Synchronise employee records
Employee email
To ensure that employee records are successfully linked to Access Evo User Accounts, each record must include a valid email address. Only those with email addresses can either generate a new Access Evo account or be matched to an existing one.
To verify and update email information efficiently, we recommend exporting all employee records to Excel. Within the exported file, navigate to the pivot tab and create a pivot table using the following fields: email address, last name, and first name.
This produces a clear list of employees alongside their email addresses, making it easy to identify any missing or incorrect entries. Clients can then update these details to ensure proper linkage with Access Evo.
Link employee IDs
For the Training data to link up with employee records, they must share IDs in both systems. To do this, follow these steps:
Click Settings, then click Other.
Click Integration, then click Integration Settings.
Select the Access Workspace tab.
Check the Create Employee as Access Workspace Users checkbox.
A specific setting must be enabled to ensure seamless integration between Access Care Rostering and Access Evo. This setting performs one or both of the following functions:
Automatic Account Creation: If no Access Evo User Accounts currently exist for employees listed in Access Care Rostering, the system automatically creates accountsâprovided each employee record includes a valid email address. An invitation to join Access Evo is sent to the listed email.
Email-Based Matching: If Access Evo User Accounts exist, the system matches them to employee records in Access Care Rostering using email addresses. Where a match is found, the integration updates the record ID to ensure alignment between both systems.
If this setting is not enabled, the integration fails. Employee records in Access Care Rostering won't trigger the creation of Access Evo accounts, or for existing Access Evo accounts be linked even if email addresses match.
â ď¸Important: This setting must remain enabled to ensure that new employee records continue to generate Access Evo accounts and that manually created accounts can be properly linked.
Setting data to bring across
For clients using both Access LMS and Access Care Rostering, it may not be necessary to import all completed training courses. The integration allows configuration of a specific date and time from which completed courses begin transferring.
If a training course already exists in Access Care Rostering, entered manually, the system does not duplicate it. Instead, the import fails for that course, and the issue appears in Integration Inbound Messages for review.
Click Settings, then click Other.
Click Integration, then click Integration Settings.
Select the DataHub Entries tab.
Check the employee checkbox.
Update the date and time to when the completed training course should come across.
Enter the number of minutes to check for updates.
Click Save.
Check integration
Click Settings, then click Other.
Click Integration, then click Messaging.
Select the inbound tab.
Data regarding the entity of training and qualifications should be shown, with the received time shortly after the subscriber was enabled in DataHub.
Check LMS codes
The integration between Access LMS and Access Care Rostering does not rely on the course name, but on the LMS pathway code, which needs to be configured in both Access LMS against the pathway, and in Access Care Rostering, against the Training and Qualification.