StaffCloud (User Invitation and Sync)

What can be expected?

• Every active employee that exists in StaffCloud will be invited into MobieTrain, when they’re assigned to a present or future event.
• The employee, will have to accept the invitation and set a password. From that moment on, he’ll be able to log into MobieTrain with his new credentials.
• All the existing users’ information will be updated in a period of 12 hours.
• Users will be automatically assigned to User Groups, according to the Events they are assigned to.
• When a user is assigned to an event that has already finished, he will no longer be assigned to the corresponding User Group.
• When a user is marked as deactivated in StaffCloud, it will be removed from the MobieTrain platform, along with any invitation that might be attached to him.
• An employee is considered assigned to an Event - and the corresponding User Group - when the status of the assignment is Confirmed.

How does it work?

1. Every day at 2:00 UTC and 14:00 UTC, the synchronization is run (Daily Sync).
2. If employee is assigned to an event that is taking place in the past, or not assigned to any event, then it is skipped.
3. If the user is deactivated we remove the user and any invitation assigned to it.
4. If a user doesn’t exists, and is assigned to an event in the present or future, an invitation is created - with his User Groups correctly assigned - and sent.
5. If the given User Groups don’t exist, they will be created, automatically.

All the users that exist in StaffCloud are updated, every day, if their information changes.

If an invitation is not accepted after 6 months, it is removed from MobieTrain. Of course that if the user still exists in StaffCloud, in the next sync, he’ll be invited again.

What are the dependencies?

For the integration to work, the client needs to have a StaffCloud account and the StaffCloud Integration should be active in the account..

What do we need from the client?

We need to have the following details from the clients' StaffCloud account:

• API Tenant
  The tenant code that should be used to access the Staffcloud API. It is used by the integration to make the requests and retrieve the necessary information by placing it in the following URL: https://<api_tenant>.staff.cloud Each client should have a different API Tenant code.
• Token
  This is the Bearer token that will allow us to make the requests to the Staffcloud API. It should a long string that looks something like: eyJ0eXAiOiJKV1QiL…

F.A.Q.

• Can the employees use StaffCloud to login into MobieTrain (SSO)?
  No. StaffCloud can’t be used as an IDP (ID Provider).
• When is a user invited?
  A user is invited when he’s assigned - Confirmed - to an event that will take place in the present or future.
• Are the changes made by a user in MobieTrain reflected in StaffCloud?
  No. StaffCloud is considered the “source of truth” and every information is updated in the MobieTrain system from StaffCloud. For example, if a user changes his name in MobieTrain, this will be overwritten by the information existing in StaffCloud, in less than 12 hours, when the sync process runs.
• Can I assign Users to User Groups manually?
  You shouldn’t. That information will be overwritten. StaffCloud is what we consider the source of truth, so every day, when we sync the users’ information, the user groups coming from StaffCloud will be the ones that will be assigned to the users.