Enhance staff management with this integration. Flow streamlines compliance and skill development without disrupting operations.
Last updated 13 Sept 2024
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Introduction
Flow Learning by Mapal is a Learning Management System (LMS) designed for the hospitality industry. It provides tailored training solutions to help businesses develop their teams, maintain high service standards, and improve employee retention. The platform offers various modules covering key areas such as compliance (e.g., fire safety, food safety), service excellence, wellness, and management training.
You can customise learning paths, assign mandatory and optional training, and monitor progress through a simple dashboard. Flow Learning is designed to nurture future leaders and boost employee engagement by offering personalized career development opportunities.
Because you manage your team using Kobas, to improve efficiency, this integration will ensure that Flow creates a profile for each of your staff made on Kobas, in the appropriate venue at that role. Once you have set up the learning journey for each role and venue, the staff member will automatically receive their login credentials for Flow and their mandatory modules without any intervention.
Configuration
The first step is to housekeep some data within the Teams pillar of your Kobas Cloud account.
| New Starters | We will send all staff who appear in Teams > New Starters and Teams > Current Staff. Therefore, you will need to ensure your New Starters progress to Current Staff when the onboarding process is complete, or their profile ends if they do not work for you. |
| Default Rota Roles & Department | The Default Role will populate the Job Title and Department within Flow. For instance, if someone has their Default Role as "Bartender" and you have that role under the Department "Front of House", these would be the Job Title and Department within Flow. |
| Profile Email Address | The email address used within the Staff Profile will be passed to Flow Training, where the training courses and platform access emails will be sent to that staff member. |
| Home Venue | This is used to populate the "Branch" within Flow. |
| Join Date | This data is also sent to Flow and maybe used to assess what training the staff member should've completed during their tenure so far. |
Within your Flow account you will need to ensure:
| Branch | You will need these to match your Kobas Venues. |
| Job title | These will need to match your set of Kobas Default Rota Roles. |
| Department | These will need to match your set of Departments / Roles within your Rota Roles (Administration > Rota Roles). |
Once you are ready, an Administrator on your account will need to contact:
- Mapal Customer Care will advise you if you wish to activate this integration. Ask them to send the secure location credentials to the Kobas Support Help Desk.
- Kobas Support Help Desk and ask for Report Engine ID 69 to be set up daily to Flow.
Note: Kobas applies a small monthly fee per account for this integration.
How it works
Every morning, Kobas will send a list to Flow of your staff members who are New Starters or Current Staff with these details (note we will not send ended/left or GDPR erased staff):
- Staff ID number
- Email address
- Forename
- Surname
- Branch (Home Venue)
- Job title (Default Rota Role)
- Date of birth
- Start date (Join date)
- End date (Exit date)
- Department (Default Rota Role)
When a new staff member appears on the export, they will be created in Flow and depending on your configuration within Flow, a log in email sent to the staff member and training assigned.
When a staff member changes role, branch or department, depending on your Flow configuration, the relevant training will be applied.