Setting up and using the SwyftOps integration

The SwyftOps integration connects your CareerPlug account with SwyftOps to export license and certification information (including uploaded documents) for new hires with just a few clicks.

Once enabled, this integration can help you save time by syncing your employee data directly from CareerPlug to SwyftOps.

In this article:

• How do I set up the SwyftOps integration?
  • Step 1: Add your SwyftOps Office Code to CareerPlug
  • Step 2: Add the SwyftOps Workflow to your CareerPlug jobs
• How do employees submit their data?
• How do I verify whether an employee has completed the SwyftOps workflow?
• How do I export an employee's data to SwyftOps?
  • How do I verify that an export's been completed in SwyftOps?
• SwyftOps integration best practices

How do I set up the SwyftOps integration?

There are two steps to set up the SwyftOps integration for your CareerPlug account: add your SwyftOps Office Code to CareerPlug and add the SwyftOps Workflow to your CareerPlug jobs.

Step 1: Add your SwyftOps Office Code to CareerPlug

1. Log into SwyftOps and find your SwyftOps Office Code.

2. Log into CareerPlug.

3. Navigate to Settings (gear icon) > Cp Market Place > Swyftops.

4. Enter your Office Code in the available field.

5. Click the Activate button.

Step 2: Add the SwyftOps workflow to your CareerPlug jobs

Before using the integration, make sure the SwyftOps workflow is added to each of your jobs so it triggers automatically when a new hire is made.

1. In CareerPlug, navigate to your Jobs page.

2. Click the Edit (pencil) icon to the right of whichever job you want to update.

3. Click the Onboarding Configuration tab.

4. Scroll down to the Workflows section and click the + Add Workflow button.

5. In the Add Workflow pop-up, click the Partnership Workflows tab.

6. Check the box to the left of SwyftOps.

7. Click the Add Workflows button.

8. Click the Update Job Post button to save your changes.

The SwyftOps workflow will automatically be assigned to all future hires for this job posting.

How do employees submit their data?

When you make a new hire, they’ll receive an email to log into their CareerPlug account and complete onboarding tasks. They'll first be asked to input or verify some basic information (name, DOB, SSN), after which they'll be redirected to the Tasks tab of their employee profile. To send their data to SwyftOps, an employee needs to complete the Licenses & Requirements task.

1. From the Tasks tab of their employee profile, the employee will click the Licenses & Requirements task.

2. The employee will enter any relevant license or certification details in the available fields.

3. To upload any supporting documents (e.g. driver’s license, CPR card, insurance, etc.), the employee can click the More button in the top right-corner and select Upload Document from the drop-down menu.

4. When they're done, the employee will click the Submit button in the top-right corner.

How do I verify whether an employee has completed the SwyftOps workflow?

Before you can export and send their data to SwyftOps, you need to review an employee's completed Licenses & Requirements task, ensuring all required documents have been uploaded, and approve it. You can do this by viewing the Tasks in the employee's profile.

1. In CareerPlug, navigate to the Team page.

2. Find your new hire and click their name to open their employee profile.

3. On the Tasks tab of an employee's profile, select Tasks that need review from the Show Me... drop-down menu.

4. Click the Licenses & Requirements task link.

5. Review the employee's submitted information and click the Approve button when you're done.

The employee's task and SwyftOps workflow have been completed and approved, and you're ready to export their data to SwyftOps.

How do I export an employee's data to SwyftOps?

Once a new hire has completed the Licenses & Requirements task, you're ready to export their data to SwyftOps.

1. In CareerPlug, navigate to the Team page.

2. Find your new hire and click their name to open their employee profile.

3. In the employee's profile, click the Settings tab.

4. Scroll down to the Data & Exports section and click the Export button in the Webhooks row.

CareerPlug will export the new hire's data and attachments to SwyftOps.

How do I verify that an export's been completed in SwyftOps?

Log into your SwyftOps account and open your office location (linked to your office code).

The new hire’s record will include:

• License and certification details
• Uploaded documentation

SwyftOps integration best practices

• Attach the SwyftOps workflow before hiring
  • Always make sure the SwyftOps workflow is attached to your jobs before making a hire. This ensures the integration triggers automatically.
• Handle rehires carefully
  • If rehiring someone, update or delete their old record in SwyftOps first to prevent duplicate entries.
• Confirm proper date formatting
  • Employees should always use the YYYY-MM-DD format for expiration dates to avoid export issues.
• Verify the Licenses & Requirements form is completed
  • Confirm that the Licenses & Requirements form is fully completed before exporting the data to SwyftOps.
• Check uploaded documents are attached
  • Verify that uploaded documents are correctly attached to the Licenses & Requirements form before submitting.
• Use clear file names
  • Encourage employees to use descriptive file names for uploads (e.g., JaneDoe_CPRCard.pdf) so documents are easy to identify in SwyftOps.
• Keep file sizes small
  • Large PDFs or high-resolution images can delay exports. Encourage employees to compress files before uploading.
• Allow processing time after export
  • Give a few minutes for data and files to appear in SwyftOps once the export status shows “Processed.”
• Recheck setup if data is missing
  • If any data or attachments don’t appear after export, review the workflow setup or the form configuration.
• Keep form fields optional
  • Avoid marking form fields as “Required.” This prevents submission errors for employees with different certification types.
• Validate your Office Code
  • Confirm that your SwyftOps Office Code in CareerPlug matches exactly with your SwyftOps account to prevent export errors.