By integrating Smart Arena with Gecko, you will enable smooth, automated data transfer—keeping user information and learning progress up-to-date across both systems. This ensures operational efficiency, reduces manual tasks, and improves data accuracy for reporting and user management.
During the synchronization between Smart Arena and Gecko HR, automatic syncing of various data types will be enabled. Organizational units, locations, job positions, and user profiles will be transferred daily/weekly/monthly (as you will choose) from Gecko HR to Smart Arena. Conversely, courses and learning activities will be synchronized from Smart Arena to Gecko HR.
User Data and Manage Users will sync FROM Gecko TO Smart Arena. Learning Activities will sync FROM Smart Arena TO Gecko.
As an administrator of the organization you will be able to choose which data types to include in the synchronization — one, several, or all—allowing for flexibility based on specific integration needs.
Now that you know which data can be synchronized between Smart Arena and Gecko HR, let’s move on to how the integration is set up. The following guide will walk you through each step—from establishing a secure connection to configuring sync settings and completing the initial data import.
In this guide, you will learn how to:
Establish a secure connection between Smart Arena and Gecko.
Configure synchronization parameters tailored to your business needs.
Verify successful synchronization and resolve common integration issues.
Prerequisites:
Before starting the integration please contact your Gecko administrator for acquisition of relevant user data.
Ensure you have the following:
client_id (provided by Gecko)
client_secret (provided by Gecko)
Gecko API URL (provided by Gecko)
Admin access to Smart Arena to configure the integration.
Once you have these credentials ready, you can proceed to the connection setup.
Step 1: Connection Setup in Smart Arena
1.1 Log in to Smart Arena
Sign in to Smart Arena with your admin account.
1.2 Navigate to Gecko Integration Setup
Go to Organization Management > Manage Organization.
Click on the last tab called Integrations.
In the integrations list, find Gecko and click Setup.
1.3 Fill in Connection Details
You will now see the Connection Setup screen with the following fields:
Client ID: Enter the Gecko-provided client ID.
Client Secret: Enter the Gecko-provided client secret.
Base URL: Enter your Gecko API URL (e.g.,
https://api.gecko.com).
1.4 Connect to Gecko
Click the Connect to Gecko HR button.
The system will attempt to establish a secure connection.
A notification will appear to inform you whether the connection was successful or if there was an error (e.g., incorrect credentials or unreachable URL).
1.5 Proceed to Data Sync Settings
Once the connection is successful, click the Next button at the bottom right to continue to the next step: Data Sync Settings.
Step 2: Data Sync Settings
In this step, you can define which data types you would like to automatically synchronize between Smart Arena and Gecko HR.
2.1 Configure Synchronization Options
You will now see the Data Sync Settings screen divided into three main sections:
2.1.1. USER DATA
Organizational Units
Locations
Workplaces
Description: Enable automatic synchronization of organizational units, locations, and job positions from Gecko HR to Smart Arena.
Frequency: This sync runs daily at 01:30.
2.1.2. MANAGE USERS
Manage users
Description: Enable automatic synchronization of user profiles from Gecko HR to Smart Arena.
Frequency: This sync runs daily at 01:30.
2.1.3. LEARNING ACTIVITIES
Course management
Learning activities
Description: Enable automatic synchronization of courses and learning activities from Smart Arena to Gecko HR.
Frequency: This sync runs daily at 02:00.
2.2 Select Data to Sync
Tick the checkboxes next to each data type you want to include in the synchronization.
You can select one, multiple, or all sections depending on your integration requirements.
2.3 Notes:
User Data and Manage Users sync FROM Gecko TO Smart Arena.
Learning Activities sync FROM Smart Arena TO Gecko.
2.4 Proceed to Notification Setup
Once your selections are made, click Next to proceed to Step 3: Notification Setup.
Step 3: Notification Setup
In this step, you can define who should be notified if any errors occur during data synchronization with Gecko HR.
3.1 Add Notification Recipient
Enter the email address of the person who should receive alerts about sync issues.
Tip: This should typically be an admin or someone responsible for system integrations and data integrity.
3.2 What Happens Next?
If any issues occur during an automatic sync (e.g., authentication errors, data mismatches), the system will send an email notification to the address you specified.
3.3 Proceed to Initial Sync Setup
Once you have entered the email address, click Next to move to the final step: Initial Sync Setup.
Step 4: Initial Sync Setup
In this final step, you will define what data should be imported immediately from Gecko HR into Smart Arena as part of the initial sync process.
4.1 Select Data to Import
Under Select Data to Import, you can choose:
Manage users: This will import all user data based on your selections in Step 2 (e.g., user profiles, organizational units, locations).
Course management: This will import course categories and courses from Smart Arena to Gecko HR.
⚠ Note:
Learning activities will not be imported during the initial sync. These will only be synchronized automatically during the daily sync process as configured in Step 2.
4.2 Initial Sync Overview
Click the Initial Sync Overview button to review:
A list of data that will be synchronized immediately.
Any potential issues or errors identified prior to syncing.
4.3 Complete Integration
Once reviewed, click Finish & Proceed to start the initial sync and complete the integration process.
Your Smart Arena and Gecko HR systems are now connected, and your selected data will be synchronized based on your configurations.
With the integration now complete, Smart Arena and Gecko will automatically exchange data based on your configuration—ensuring that user records, organizational data, and learning activities stay up to date across both systems.
Regular monitoring and periodic reviews of the integration settings are recommended to ensure everything continues to function smoothly. Should you encounter any issues, refer to this guide or contact our support team for assistance.
Welcome to a more connected and efficient HR and learning management experience!