Go1 Platform supports user management through a data feed, adding, blocking, and updating the details associated with your employees to align with the data held by your organization. Find out more about creating a data feed for user management.
Why choose a data feed?
Streamline employee onboarding
There’s no need to double-handle user data when an employee onboards.
Implement a one-way data feed to pull employee data from your HCM/HRIS straight into the Go1 Platform.
User data integrity across systems
By streamlining data management, there is low risk of incorrect user data across systems, to keep your reporting accurate and compliant.
Regularly refreshed to reflect changes to data
Choose how frequently to refresh changes to data, to meet your operating model.
Changes made in your HCM/HRIS can be viewed within the Go1 Platform, so you save time double-handling information.
What effort is expected of me, the customer?
The Go1 implementation team will guide the customer through the set up steps in Go1. The data feed tool has been built to allow for broadest usability given the variety of HRIS’s, this means there is significant effort on the customers side, including
Determining which details are to be synced to Go1
Configuring a user report in your HRIS
Automating generation of that report and
Functional export of that report to Go1 AWS bucket provided by Go1
What data does the user data feed support?
User details (first name, last name, email address, employee ID, other customer-defined fields: department, division, job title, manager level, manager’s name, etc.)
User status (active / inactive)
User’s manager(s) - designated managers can utilise the existing My Team function.
User Go1 group(s) - for content assignment and group discussion
User role in Go1 - determines level of permissions the user has in Go1 (Learner, Manager, Administrator)
How do I get customer specific fields into my Go1 platform?
Please speak to your implementation manager
What user data feed does not support?
Learning records (users' learning completions)
Auto-adding to groups based on profile fields
Removing users from groups
Is data feed a one-way or two-way sync?
Data feed only syncs one way from the customer’s HRIS system to Go1. The customer’s system is used as the source of truth.
Does data feed support multiple managers and multiple user groups?
Yes
Multiple manager email addresses can be added in one field, separated by the pipe character
|.Multiple group ID (Go1’s groups) can be added in one field, separated by the pipe character
|.
Any limitations with manager and group functions?
The data feed feature only supports adding user to group(s), removing users from groups has to be done manually via the portal interface.
Managers are replaced when a new manager is assigned to that user account ie the previous manager is removed from managing that users account.
If you are not mapping the role field, then a user will gain the manager role in the portal when they appear in the manager field for the first time. They will also be assigned to the user as their manager going forward.
What does Go1 use as a unique identifier for data feed?
Either
Email address.
An external unique identifier as used in the customer’s system
(e.g. Employee ID, Staff ID, Employee Number, etc.)An external id from Go1 can be utilised as the unique identifier for the learner. This can be used to change a learner's email when that email is a professional email change, and the learner is only in the customer portal (no other Go1 portals). Please note that email is still a required field but all updates to the learner in the portal via data feed will be based on the unique id.
What is the file format required for data feed?
Go1 system only accepts CSV UTF-8 file format, with only one row of headers
What are optional fields?
The fields in your CSV file can have any name but you must map to certain fields on the Go1 side for the process to be successful. These required fields allow for the creation of or update to an existing user.
Data mapping required fields:
Email
First Name
Last Name
External ID: If using External ID for the unique identifier, External ID is an additional required field. This field is not a standard field in the Go1 LMS and you will need to request the field from your Go1 Implementation Project Manager.
What are optional fields?
Some fields in Go1 are optional to map to because they are not required to create or update a user account. You may also choose to add additional fields to your portal based on the information you need to surface in user and enrolment reporting. In the case where you need additional fields, you will need to make a request to your Go1 Implementation Project Manager.
Optional fields which are already included in your portal:
1) Status – user status in portal. If you choose to map to this field, you will need to provide the values ‘1’ for active and ‘0’ for inactive. If you do not map to this field, it is recommended that you select the ‘auto-disable users checkbox under the status field option. By checking this box you are ensuring users will be made inactive when they are excluded from the file being sent to Go1.
2) Role – delineates a user role in the Go1 platform.
To manage user roles via the data feed, ensure your data file contains a column which specifies the roles associated with each user. If you map to this role a pipe delimiter must be used to separate multiple values and these are the role values that can be used: "Learner|Manager|Content administrator|Administrator"
If you do not map to role all users will be created as learners (with the exception of manager see below). Any role given to the user in the portal after creation will not be changed by the data feed process ie: an Administrator will not lose their permissions.
The tool will automatically mark a user as a manager if their email address is included in the Managers column against any user in your data file.
The data mapping tool merges roles between file and existing roles of users, meaning that if a user is marked as an Administrator via the Go1 Platform interface, they will remain as an Administrator regardless of the roles listed within the user data feed, and they will also have any roles specified for them within the data file.
3) Group – Map the Group field if you would like to add users to a specific group in the Go1 portal. Adding a user to a group will assign learning contained in the group to the learner. Group is assigned via group number/ID.
4) Manager – Map the manager field if managers need to be assigned to users. Manager email must be supplied.
What if I forgot to copy my AWS credentials or I lost the credentials?
Within the data feed page in the portal, navigate to Configuration > AWS credentials tab. Check the date of credential generation, does it look recent and like maybe another member of your team could have them? If no, Click regenerate AWS credentials button. Save the new credentials and ensure these credentials are updated on your side so that you can send Go1 your data feed file.
Should the customer send the full list of users every time or just the delta?
Full list of users to be sent each instance
How does Go1 data feed manage users' statuses?
Customers can include a Status column with either
1/Activefor active users or0/Inactivefor inactive users, this column needs to be mapped with Go1 status. (recommended)If no Status column is mapped, the system will determine which users to be marked as inactive based on them not appearing in the most recent user data file.
What is the frequency of data feed sync?
Determined by the customer, daily / nightly during off-peak hours is recommended
What is the delay in data processing?
Data feed file is processed immediately once a new valid object is dropped into the upload location. You can expect a few minutes delay for data processing.
Where do I put my data (what is the upload location)?
The data held by your organization is fed to your Go1 Platform through a secure S3 bucket address, secured and separated per customer. This is an online folder created specifically for your use. You can drop a CSV UTF-8 file of your organization's user data at the cadence chosen by you to then have the user accounts on your Go1 Platform updated in line with the information contained within that CSV.
You can access the details for your bucket at any time by selecting your user account avatar from the top navigation, followed by Integrations. From the Integrations page, select User Data Feed.
From the section labeled Your Data Feed, select the button Show to view the Bucket URL and Access key.
Does Go1 support other upload methods e.g. FTP, SFTP, etc. for data feed?
As a standard feature, data feed only accepts file uploaded to the preconfigured S3 bucket location. Go1 can support the requirement to use an SFTP, however the timeframe is lengthier to implement this.
What tool(s) are to be used from the customer’s side for data feed?
Amazon CLI for a command-line based upload commands is recommended
Other built-in connectors with Amazon S3 within customers' HRIS systems could be used, but more adjustments might be required
Why can’t we list the content of our S3 folder, the system responds “Access Denied”?
Due to a strict security setting on the S3 bucket, customers only can upload new files to, or overwrite existing files on the allocated S3 folder.
Is versioning enabled in the S3 bucket?
No
How long is data feed data kept in the S3 bucket?
Go1 schedules the clean up of data feed bucket folders every 3 months.
Can the upload be automated from the customer’s side?
Yes, this requires assistance from the customer’s technical or IT team.
Can customers troubleshoot data feed runs?
All data feed logs are accessible via the Go1 admin menu > Integrations > User Data Feed > Upload History
How do I update my data mapping after setup?
In the event of changes to your data file structure, or if you wish to change how data is populated against the users in your Go1 Platform, you can edit the mapping rules associated with your user data feed.
To do so, navigate to Integrations > User data feed and then select the pencil icon to the right of the Data Mapping section of this page. This will return you to the Data mapping details display, from which you can adjust which fields from your test file are connected to the fields on your Go1 Platform.
Through discussions with your Customer Success Manager, you can also add new profile fields to your Go1 Platform and then map them to fields from your data feed from this page.
If you have new fields to include from your data source, you can update your data mapping by clicking the 'reset' button to the top right of your data mapping. This will allow you to upload a new template with the new fields included. Please ensure you have an updated template with headers from your data source ready to upload.
Please note that the user data feed feature needs to be enabled and configured in your portal before you start the setup. Please speak to your implementation manager or Go1 support for more details.
Would you like some help after setup is complete?
Please contact your Customer Success Manager for further assistance. For any questions regarding the management of users in your Go1 Platform in the meantime, please reach out to our friendly 24/7 support team through our live chat.