How Koora integrates with your systems: API and webhooks

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 reviewed and verified state of each worker's credentials: police certificates, 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?

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 new review outcome, and a ban-register or Working With Children Check status change. 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, Humanforce, Lumary or AlayaCare, the honest position is that Koora can integrate with it via the API and webhooks today, and can build a direct integration for it on request. 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.

1. A worker holds a Career Passport in Koora. Their credentials are reviewed, and where an authoritative source exists, verified at source: AHPRA registration is verified against the AHPRA register, and Working With Children Checks are verified through state portals.
2. The compliance engine evaluates the worker against the requirements for their role and sector and produces a current compliance status.
3. 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.
4. 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 pre-clears credentials and surfaces status. Your organisation keeps the legal obligation to sight the underlying evidence and decide 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 reviewed versus verified

Because the integration carries compliance status into your operational systems, it helps to know what each status actually means:

• Verified at source: checked against an authoritative register. AHPRA registration (AHPRA register) and Working With Children Checks (state portals) sit here.
• Reviewed: police certificates, qualifications, training records and NDIS Worker Screening Clearances are reviewed by Koora. 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 police certificate 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.