If your organisation uses Rotaready alongside Access Evo and CPL, you don't need to manage users in each system separately. Rotaready is your single source of truth. Any change you make to a user in Rotaready, adding them, updating their details, or marking them as a leaver, is automatically passed through to Access Evo, and from there to CPL Learning.
How the sync works
The sync runs continuously in the background, in near real-time.
When a change is made in Rotaready, such as adding a new joiner, updating a name, changing a department, or marking a leaver, the change is automatically sent to Evo.
CPL then reflects the updated information from Evo.
In most cases, changes appear in Evo and CPL within a few seconds to a minute.
User changes and account updates
When users are updated in Rotaready, the sync automatically updates their information in Evo and CPL Learning. The actions taken in Evo and CPL Learning depend on the type of change made and the user's current status. The sections below explain what happens when you add a new user, mark a user as a leaver, update their details, or change their department or site.
New joiner
When you add a new employee in Rotaready:
đNote: If an employee has a future start date, their Evo account is created straight away, not on their start date. This means they can complete pre-start tasks, such as training in CPL Learning, before their first day.
An Evo account is created for them automatically, in Pending status.
Their department, site, job title, and staff group are synced across to Access Evo.
If your organisation is Evo-enabled, the invite email includes a link to set up Access Evo login credentials, giving the employee access to CPL and any other Access Group products your organisation uses.
Once the employee logs in or accepts their invite, their status moves to Active.
Update user details
When you update an employee's name or email address in Rotaready, the sync automatically pushes that change to their Evo account. No manual update in Evo or CPL is needed.
When you rename or update a department, site, or other entity in Rotaready, the sync automatically updates the relevant tags for all employees assigned to that entity in Access Evo.
For example, if you rename a site in Rotaready, every employee at that site will have their Access Evo record updated automatically.
Rehire
If a former employee is rehired in Rotaready:
If their previous Access Evo account was disabled, it will be reinstated when their new start date arrives. Their CPL learning history is preserved.
If their previous Access Evo account was deleted or they were a pre-starter who never started, a new Evo account is created.
They'll receive a new invite and go through the standard onboarding flow.
Prior CPL learning history will not be linked automatically.
What this means for CPL Learning
All CPL users are managed through Evo, which is fed by Rotaready. As long as Rotaready is kept up to date, new users, profile updates, and leavers are all handled automatically.
What you need to do manually
Action | Detail |
Add tags to the Evo organisation | Site, staff group, and job role tags must be added to the Evo organisation manually before they can be synced from Rotaready. If tags are added after initial setup, run a bulk sync to catch up. |
Assign CPL roles | CPL roles must be assigned manually after a new user appears in Evo. |
FAQ
How quickly does a change in Rotaready appear in CPL? In most cases, changes appear within a few seconds to a minute. The sync runs in near real-time.
Do I need to add a new user to CPL manually? No. As long as the user is set up correctly in Rotaready, they will appear in CPL automatically through Evo.
Why isn't a user's site or department syncing to CPL? Check that the relevant tag site, department, staff group, or job role exists in the Evo organisation. If it is missing, add it manually, then run a bulk sync from Rotaready and Integration Station to push the update through.
How do I fix a duplicate user? Identify which Evo record matches the user's email address in Rotaready that is the correctly synced record. Delete the other record in Evo. The sync will continue managing the correct record automatically.
What happens if a sync fails? The system will automatically retry failed updates. If the issue persists, a bulk sync can be triggered from Integration Station to force a full reconciliation. If the problem continues, use the Access Digital Assistant and request to speak to a support agent.
Can I turn the sync off for a specific user? No. The sync applies to all users in an account where the Evo integration is active. It cannot be disabled for individual users.