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Xemplo Integration

What the integration does

If your organization uses Xemplo for onboarding and Guardhouse for workforce scheduling, you don't need to enter new hires into both systems. Once a guard finishes onboarding in Xemplo, their profile and current security licence details are sent into Guardhouse automatically — so they're ready to be rostered without any manual re-entry.

Before you start: API key required

Before Xemplo can start syncing staff into Guardhouse, your organization needs a Developer API key. This is a one-time setup step per customer, generated by your Guardhouse SuperAdmin:

  1. Log in to the Guardhouse web app
  2. Go to Organization → Company Settings
  3. Open the Guardhouse API & Integrations tab, then the Guardhouse API sub-tab
  4. Find Developer API and click Generate API Key

For full details, see Guardhouse API key generation.

You will need to provide this API key to your Xemplo representative so they can set-up the integration.

Important: The key is shown only at the moment it's generated. If it's lost, you'll need to generate a new one. 

How the integration works

  1. Start the onboarding process in Xemplo. The process starts in Xemplo, where a new hire's details are entered and the onboarding process is initiated. Xemplo creates the appropriate onboarding workflow based on the employee's role and requirements, guiding them through the required steps.
  2. Complete Screening & Checks. Xemplo manages the required pre-employment screening and checks. Relevant information and documents are collected from the employee, with screening results recorded and retained within Xemplo.
  3. Complete Contracts & Onboarding Requirements. The employee completes the required onboarding tasks, which can include providing personal and employment information, submitting documents, reviewing policies, and completing electronic contracts.
  4. Complete Payroll & Employment Information. Xemplo collects the information required to establish the employee's employment and payroll record, based on the requirements configured for their role.
  5. Synced to Guardhouse, Ready to Roster. Once onboarding is complete in Xemplo, the employee's profile and current security licence details are synced into Guardhouse via API, no manual re-entry required. The guard is now visible in Guardhouse and ready to be scheduled alongside the rest of the workforce.

Note: This sync happens automatically once onboarding is complete in Xemplo — no action is needed from your team, as long as your API key is already set up. 

What syncs today

  • Employee profile details (name, contact information, employment details)
  • Security licence details (licence state/type, number, expiry date, and attachment)

Frequently asked questions

Do I need to manually add new hires to Guardhouse? No. Once onboarding is complete in Xemplo, the employee record syncs into Guardhouse automatically — as long as your API key is set up.

Do I need to do anything before this works? Yes — a one-time Developer API key needs to be generated for your account before your first employee can sync. See Guardhouse API key generation for the steps.