HRWorks
The HRWorks integration connects your HRWorks 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 HRWorks 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 HRWorks data.
Before you start
- You're an admin in both Expiration Reminder and HRWorks.
- Your HRWorks account has API access enabled (your HRWorks 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
- Log in to Expiration Reminder as an admin.
- Go to Settings > Integrations.
- Find HRWorks in the integrations list and click Connect.
Step 2 Authorize HRWorks
- When prompted, enter your HRWorks subdomain and API credentials.
- Approve the requested permissions. Expiration Reminder only reads employee data it never modifies records in HRWorks.
- If the connection succeeds, you'll see a confirmation and your HRWorks 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 HRWorks 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 HRWorks
- 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 > HRWorks > Sync now.
The connection shows "Authentication failed"
HRWorks API credentials may have rotated. Reconnect the integration with current credentials. Your HRWorks 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 HRWorks 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 HRWorks?
No. The integration is read-only. Expiration Reminder pulls employee data from HRWorks and never modifies records in HRWorks 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 HRWorks, 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 HRWorks integration available on every plan?
Yes. The HRWorks 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 HRWorks account manager if a setup issue spans both systems.