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HR Cloud

The HR Cloud integration connects your HR Cloud employee records with Expiration Reminder so every employee is automatically tracked for the certifications, licenses, and compliance documents they're required to hold. This article walks you through what the integration does, what you need before you start, and how to set it up step by step.

 

What the integration does

Once connected, Expiration Reminder imports employees from HR Cloud and keeps that list in sync. You then define which documents each role or department needs to track, and Expiration Reminder applies those requirements to every employee who matches handling renewal reminders, document storage, and audit reporting on top of your HR Cloud data.

Before you start

  • You're an admin in both Expiration Reminder and HR Cloud.
  • Your HR Cloud account has API access enabled (your HR Cloud account manager can confirm this).
  • You have a list of the employee fields you want to sync (at minimum: first name, last name, employee ID, email, department, job title).
  • You've decided which document categories each role needs to track. If you're not sure yet, that's fine you can configure this after the initial sync.

Step 1 Open the integration in Expiration Reminder

  1. Log in to Expiration Reminder as an admin.
  2. Go to Settings > Integrations.
  3. Find HR Cloud in the integrations list and click Connect.

Step 2 Authorize HR Cloud

  1. When prompted, enter your HR Cloud subdomain and API credentials.
  2. Approve the requested permissions. Expiration Reminder only reads employee data it never modifies records in HR Cloud.
  3. If the connection succeeds, you'll see a confirmation and your HR Cloud account name in the integration settings.

Step 3 Run the initial sync

Click Sync now to run the first import. Depending on how many employees you have, this can take a few minutes. When it completes, your HR Cloud employees appear in the Expiration Reminder employee list.

Step 4 Define document requirements by role

This is where the integration starts saving you time. For each role or department, define the document categories employees need (for example, "Driver's License" for drivers, "BLS Certification" for clinical roles). Expiration Reminder applies the requirements automatically to every matching employee.

What syncs and how often

The integration runs on a regular interval (typically every few hours) and updates Expiration Reminder whenever:

  • A new employee is added in HR Cloud
  • An existing employee's department, role, or status changes
  • An employee is offboarded

You can also trigger a manual sync at any time from the integration settings.

Troubleshooting

Employees aren't appearing in Expiration Reminder

Check that the sync filters (department, location, employment status) include the people you're expecting. Then run a manual sync from Settings > Integrations > HR Cloud > Sync now.

The connection shows "Authentication failed"

HR Cloud API credentials may have rotated. Reconnect the integration with current credentials. Your HR Cloud account manager can help if you don't have admin access.

A specific employee isn't getting document reminders

Confirm the employee's role or department in HR Cloud matches a role or department you've defined document requirements for in Expiration Reminder. If the role is missing requirements, add them and the system will assign documents on the next sync.

Frequently asked questions

Does Expiration Reminder write data back to HR Cloud?

No. The integration is read-only. Expiration Reminder pulls employee data from HR Cloud and never modifies records in HR Cloud itself.

How often does the sync run?

The sync runs automatically on a regular interval (typically every 24 hours). You can also trigger a manual sync at any time.

What happens to employees who leave the company?

When an employee is offboarded in HR Cloud, the next sync flags them in Expiration Reminder and removes them from active document tracking. Their historical compliance record is preserved for audit purposes.

Is the HR Cloud integration available on every plan?

Yes. The HR Cloud integration is included on every Expiration Reminder plan.

Who do I contact if I need help?

Email support@expirationreminder.com or use the in-app chat. We can also coordinate with your HR Cloud account manager if a setup issue spans both systems.