Flex HRM
Bring your people data from Flex HRM into MuchSkills. Your Flex HRM administrator gives MuchSkills read-only access, and we map the fields and run the sync. The set-up is part of your MuchSkills implementation.
- Who
- Your Flex HRM administrator, with our CTO
- How it connects
- Custom set-up, part of your implementation
- Sync
- Every 5 hours, or on demand with Sync Now
- Access
- Read-only
How to
How it works
MuchSkills reads from Flex HRM on a schedule. New starters, leavers, manager changes and department changes arrive at the next sync, with no manual work on either side. Nothing is written back to Flex HRM.
Before you start
- A Flex HRM administrator on your side, or your Flex HRM implementation partner.
- A list of who should be in MuchSkills: everyone, or a selection by country, company, department or worker type.
- Your field names. Flex HRM installations name custom fields differently, so have your field list to hand for the technical session.
Steps
In Flex HRM
The Flex HRM API signs in as a dedicated user in Flex HRM. Flex does not publish a step-by-step guide for creating it, so if you cannot find these settings, the Flex HRM Customer Delivery team can set it up for you. Flex HRM documentation
- Create a role for the integration. Under Allmänt > Roller (General > Roles), create a role for MuchSkills and add the API permission, which integrators call HRM Api. Give the role permission to view employees, employment periods and the organisation, and no permission to change them.
- Create a dedicated API user. Under Allmänt > Användare (General > Users), create a user that is used only by MuchSkills, give it a strong password and assign the role from step 1 on each company that should be in MuchSkills. A dedicated user keeps the sync running when people change their own password or leave.
- Limit it to the companies in scope. Under Allmänt > Säkerhet (General > Security), tick the setting that gives users access only to the companies where they have the role. If it is not ticked, the API user can read every company in your Flex HRM.
- Ask Flex if you need help. If you cannot find these settings, contact the Flex HRM Customer Delivery team through the Service Portal and ask for a user for API and integration use, with view access to employees, employment periods and the organisation.
- Allow our addresses if you host Flex HRM yourself. If Flex HRM runs on your own servers, your IT team allows MuchSkills' two fixed IP addresses,
13.51.77.53and16.170.107.61, to reach the Flex HRM web API. - Note your connection details. Your Flex HRM customer number (bottom right corner of Flex HRM, next to Customer), the API user's user name and password, your API address (
https://api.flexhrm.comafter the move to Azure, or your own address such ashttps://yourcompany.flexhosting.se) and the company numbers in scope. We agree a secure channel with you for the password.
With MuchSkills
- Send us the connection details. The credentials and connection details from the steps above, your field list and your scope, through a secure channel we agree.
- Join the technical session. Your Flex HRM administrator and our CTO map the fields and test the connection together.
- Check a first sync. We sync a handful of people or one department. You check their names, managers, departments and any tags in MuchSkills.
- Widen the scope. We switch the sync on for everyone in scope. From then on it runs every 5 hours.
Check it worked
- Team/Org › Members lists the people in scope.
- The people in scope have an invitation to create their MuchSkills profile.
- Managers see their direct reports in My Circle.
Benefits
What you get
- Flex HRM stays the source of truth. People data is entered once, in Flex HRM, and MuchSkills follows.
- A skills layer on your HR system. Skills, certifications and project history sit next to the people records you already trust.
- Clean data for planning. Reporting lines, departments and tags arrive ready for filtering, gap analysis and Team Builder.
Important to know
Important to know
What syncs. Only name and email are required. Sync as many of the other fields as you can, because each one makes MuchSkills more useful.
| Field | Needed | Used for |
|---|---|---|
| First and last name | Required | Profiles, search, every view |
| Required | Matching and sign-in. Must be the address people sign in with | |
| Job title | Recommended | Profiles, roles, Discover |
| Manager | Recommended | Reporting lines, My Circle, reports. MuchSkills maps it from Flex HRM automatically |
| Department | Recommended | Departments and filters |
| Employee status | Recommended | Deactivating leavers |
| Location or country | Recommended | Filters and scoping |
| Profile photo | Recommended | Profiles and the org chart |
| Worker type | Recommended | Filtering, for example employee or contractor |
| Absence | Recommended | Availability in Team Builder and My Circle. Dates and percentages only |
| Other fields | Optional | Any field can become a filterable tag, for example legal entity, team or cost centre. Agree them with us first |
Data MuchSkills does not accept. These are blocked when data arrives and never stored, even if the source includes them: age or date of birth, salary or other compensation data, performance ratings, and political, religious or health data.
Who is included. Limiting what the integration user can see in Flex HRM is the preferred way, so nothing outside your scope leaves your system. The fallback is a country filter in MuchSkills; records outside it are ignored and not stored. Your security or compliance team decides which fits your rules.
Leavers are deactivated, not deleted. Project history and certificates stay on record.
Our IP addresses. MuchSkills always connects from the same two addresses: 13.51.77.53 and 16.170.107.61. If Flex HRM or your network limits access by IP address, add both to the allow list.
Common errors
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| Some people are missing | They are outside what the integration user can see in Flex HRM, or outside the scope filter | Check the integration user's permissions and the scope |
| Managers are missing or wrong | The manager is outside the scope, or has no manager set in Flex HRM | Check that every manager is in scope and that reporting lines are filled in in Flex HRM |
| A person appears twice | Their Flex HRM email differs from the address they signed up with | Align the email in Flex HRM, then contact support |
| The connection is refused | Flex HRM or your network limits access by IP address | Add 13.51.77.53 and 16.170.107.61 to the allow list |
| The sync stopped | The credentials expired, or the integration user was disabled or lost permissions | Renew the access in Flex HRM and send us the new details securely |
Frequently asked questions
Flex HRM is not listed in MuchSkills, or shows as Contact us. Can we still connect it?
Yes. Flex HRM is connected as a custom set-up rather than from a form, because every installation is configured differently. Email support@muchskills.com or use the chat, and we book the technical session.
Do we need middleware or an integration platform?
No. MuchSkills reads directly from Flex HRM over HTTPS. Your team only creates the read-only access described on this page.
Can we leave out some countries, companies or groups?
Yes. The preferred way is to limit what the integration user can see in Flex HRM, so only people in scope ever leave your system. If that is not possible, MuchSkills can filter by country as records arrive and ignore the rest without storing them.
Can we test with a few people first?
Yes. The first sync can be limited to a handful of people or one department. You check the result, then we widen the scope. There are no separate test tenants.
How often does it sync?
Every 5 hours. An Owner or Admin can also run a sync at any time with Sync Now.
What happens to people who leave?
They are deactivated at the next sync, never deleted. Their project history and certificates stay on record, which matters for compliance.
Do you import absence reasons?
No. If you sync absence, MuchSkills takes only the dates and the percentage of time away. Reasons such as sick leave are never imported.
How do we send the credentials safely?
Through a secure channel we agree with you in advance, such as a password manager share. Never by plain email.