How Koora integrates with your systems: API and webhooks
How Koora connects to your rostering, HRIS and payroll using API and webhooks, with checked compliance status feeding roster eligibility checks.
On this page
Most care providers do not run their workforce from a single system. Shifts live in a rostering tool, employee records sit in an HRIS, and pay runs through payroll. Compliance status, the question of whether a worker is actually cleared to be on the floor, tends to live somewhere else entirely: a spreadsheet, an inbox, or a folder of scanned documents. Koora is built to be that compliance layer, and to connect to the systems you already use rather than replace them.
This guide explains how Koora integrates with your stack, what exists today, and how a worker's Career Passport status can flow into a roster eligibility check.
The model: one source of truth per job
Good integrations start by being clear about which system owns which fact. Koora follows a simple division:
- Koora is the source of truth for compliance status. It holds the checked state of each worker's credentials: National Police Checks (Nationally Coordinated Criminal History Checks), NDIS Worker Screening Clearances, Working With Children Checks, qualifications, first aid and mandatory training.
- Your rostering, HRIS or payroll stays the system of record for operations. Shifts, hours, leave, pay rates and employment records remain where they already live.
Koora does not want to own your roster or your payroll, and it does not need that data to do its job. The integration exists so the operational systems can ask Koora a single question at the right moment: is this worker compliant right now?
Current-state only
Koora reports compliance status as it stands when the report or API call runs. It does not reconstruct a worker's historical compliance on a past date. An eligibility check answers "is this worker compliant now", not "were they compliant last Tuesday".
What exists today: API and webhooks
Two integration mechanisms are available now.
A documented API. Your systems can query Koora for a worker's current compliance status on demand. A rostering tool can call the API before publishing a shift, an HRIS can pull status into an employee record, and a reporting dashboard can read aggregate compliance across your workforce.
Webhooks. Rather than polling, your systems can subscribe to events. Koora pushes an event to your endpoint for the changes it emits today: an approaching expiry threshold, a credential expiring, a review outcome, and a change in a worker's compliance verdict. That lets your roster react to those events rather than discovering them at shift time.
Together these cover the common patterns: read status when you need it, and get told when something changes.
Native connectors are built on request
It is worth being precise here, because integration marketing often overpromises. Koora does not ship a library of ready-made, click-to-connect native connectors for specific products. There is no live, pre-built connector you can switch on for a named rostering, HRIS or payroll tool out of the box.
What Koora does instead:
- Provides the API and webhooks above, which any reasonably capable system can integrate with.
- Builds direct integrations for specific tools on request. If your workforce runs on a particular rostering, HRIS or payroll platform, tell Koora which one and a direct integration can be scoped and built for that connection.
So if you use a tool like Deputy, Employment Hero or Humanforce, Koora can integrate with it via the API and webhooks today, and can build a direct integration for it on request. The same applies to a care management system: tell Koora which one you run and a connection can be scoped. Koora is not claiming a live native connector or a partnership with any of these products.
The intended flow: passport status to roster eligibility
Here is the pattern the integration is designed to support, from credential to shift.
- A worker holds a Career Passport in Koora. Their credentials are checked, and where an authoritative source exists, verified by Koora: AHPRA registration is verified against the AHPRA register, and Working With Children Checks are verified against the public state lookup in Victoria, Queensland, WA, Tasmania and the NT.
- The compliance engine evaluates the worker against the requirements for their role and sector and produces a current compliance status.
- Your rostering system, before assigning or publishing a shift, calls the Koora API (or has already received the latest status via webhook) and reads that status.
- If the worker is not compliant, your roster can flag, warn or block the assignment according to your own rules.
The important nuance: this is an eligibility signal, not an authorisation. Koora checks credentials against the role and surfaces status. Your organisation keeps the legal responsibility for who works. The integration removes the manual lookup and the stale spreadsheet, but it does not remove your duty to make the final call. Convenience here comes with that rigour caveat attached, not in place of it.
What gets checked versus verified
Because the integration carries compliance status into your operational systems, it helps to know what each status actually means:
- Verified by Koora: checked against an authoritative register. AHPRA registration (AHPRA register) and Working With Children Checks in Victoria, Queensland, WA, Tasmania and the NT (public state lookups) sit here. NSW and SA checks are reviewed.
- Checked: National Police Checks, qualifications, training records and NDIS Worker Screening Clearances have no source to query, so the compliance engine checks them against the requirements for the role. A person reviews the documents themselves once a worker shares their passport or a provider requests access, or across your own records through the Crew service. NDIS Worker Screening verification at source is on the Koora roadmap, not live today.
A couple of sector points worth carrying into your eligibility logic. For Aged Care, the worker screening requirement is a National Police Check under 3 years old or an NDIS Worker Screening Clearance, and those are the only two options. AHPRA registration is never a substitute for worker screening. For disability and childcare, police history is bundled into the NDIS Worker Screening Check and into state Working With Children Checks respectively, so you should not expect or require a separate standalone police check item in those contexts.
Bringing it together
The value of integrating Koora is not that it does the work for you. It is that the compliance status your roster needs stops being a thing someone has to chase. Your operational systems keep doing what they do well, Koora keeps the credential picture current and accurate, and the API and webhooks let the two talk so a non-compliant worker can be flagged before they are rostered rather than after.
If you want to see how compliance status looks before you wire anything up, worker compliance tracking for providers walks through the view inside Koora. For the operational side of the connection, see Koora and rostering software and Koora and your HRIS.
Frequently asked questions
Does Koora connect to my rostering or HRIS today?
Koora offers a documented API and webhooks today, so your rostering, HRIS or payroll system can read worker compliance status and react to changes. Native connectors to specific tools are built on request rather than offered as ready-made integrations, so name the system you use and we can scope a direct integration.
Is Koora the system of record for my rosters and pay?
No. Your rostering and payroll systems stay the system of record for shifts, hours and pay. Koora is the source of truth for checked compliance status only. The two connect so your roster can check a worker's compliance before a shift, without Koora touching shift or pay data.
Can the API tell me a worker is fully cleared to work?
The API and webhooks return current compliance status when the report runs, not a guarantee a worker can work. Koora checks credentials against the role and surfaces status. Your organisation keeps the legal responsibility for who works each shift, so treat the eligibility signal as an input rather than the final decision.
This is general information, not compliance advice. Always confirm requirements with the relevant regulator, and remember that providers keep the legal responsibility to sight credentials and decide who can work.
We work hard to keep everything accurate, and our compliance engine keeps up with the rules as they change. Even so, we might get a detail slightly wrong or miss something. No one's perfect. If you think something here needs updating, email us at resources@koora.care. We would genuinely rather know, because we all do better when we help each other get it right.
See where your team stands.
Run the free workforce audit on the records you already hold, or find your service on Koora and claim it. Your first five workers are free of passport-access charges.