Enterprise learning is no longer just about delivering courses. 

Organisations need connected, scalable systems that ensure learning is effective, measurable, and integrated into daily workflows.

For learning and development leaders, the challenge isn’t just running training programs; it’s making sure they actually drive business outcomes. 

That’s where Totara and Workato come in.

In this blog, we’ll cover:

• What Totara + Workato integration is
• How they work together
• Systems you can connect
• The benefits for your organisation
• Best practices to make it work for your teams
  

Let’s dive in.

What is Totara + Workato integration?

Workato is a cloud-based automation and integration platform that connects business systems and automates workflows between them. 

Think of it as a bridge between Totara LMS and your other platforms – HR software, CRMs, messaging apps, and business intelligence tools.

By integrating Totara with Workato, you can automate onboarding, enrol employees on the right courses immediately, trigger training reminders, and ensure data flows seamlessly into your reporting tools. 

Totara stops being a standalone LMS and becomes the central hub of your learning ecosystem, delivering information to the right people at the right time.

It might sound complicated, but it isn’t. 

Workato uses simple workflows, often called “recipes”, which means your systems can talk to each other without custom coding. 

Once set up, everything runs in the background, reducing manual work and keeping data accurate.

Sounds great, right?

How Workato works with Totara

Here’s how Totara and Workato integration looks in practice:

New starters: 

When someone joins your organisation, Workato can automatically enrol them on the right courses in Totara using data from HR systems like Workday or BambooHR. 

Slack or Microsoft Teams can then send automated reminders about pending training.

Team certification:

If a sales team completes product training, Workato can update the CRM automatically, showing which staff are certified.

Power BI dashboards can also reflect the latest learning data, giving managers instant visibility.

Compliance and reporting:

Completion data, progress tracking, and learner analytics are updated in real time, meaning managers always have accurate insights without chasing reports manually.

Workato is flexible. As processes change, workflows can be updated quickly. 

BuildEmpire handles the planning, implementation, and ongoing support, making sure every integration works reliably and delivers value.

Systems you can connect

Totara’s Workato integration works with a wide range of platforms, including:

• HR software: Workday, BambooHR, SAP SuccessFactors
  
• Communication tools: Slack, Microsoft Teams
  
• CRM platforms: Salesforce, HubSpot
  
• Business intelligence and reporting: Power BI, Tableau
  
• E-commerce or other enterprise systems: Shopify, custom APIs
  

This means your learning data, enrolments, and notifications can flow automatically across the systems your teams already use.

💡 Pro Tip
Start with the systems your teams use most. Automate enrolments and notifications first, then expand to reporting and analytics once the workflows are running smoothly.

Key benefits for your organisation

Integrating Totara with Workato brings measurable impact across your teams and the wider business:

Save time and reduce errors

Manual updates become a thing of the past, freeing your teams for strategic work.

Get real-time insights

Managers can track progress instantly. Data flows to dashboards automatically, helping leadership make smarter decisions.

Improve onboarding and engagement

Employees start the right courses immediately, with reminders and updates automatically delivered.

Streamline reporting and compliance

Completion and certification data are always up to date, reducing risk.

Scale efficiently

Workflows can grow and adapt with your organisation, making Totara the hub of learning at scale.

Here’s an example: a compliance training programme can automatically track completions, trigger reminders for those behind, and update your reporting dashboards without HR having to intervene manually.

Best practices to maximise impact

Getting the most from Totara and Workato isn’t just about connecting systems.

It’s about designing workflows that deliver real business value.

Focus on outcomes, not just courses
Start with the business goals you want learning to support and map them to measurable objectives.

This ensures your LMS drives impact, not just course completions.

Embed learning into workflows
Integrate Totara into the tools employees already use, like Teams or Slack.

Learning should feel natural, not separate, so employees can access the right content at the right time.

Design for measurement from the start
Track engagement, completion, and performance metrics.

Share insights with managers and executives to demonstrate real impact and inform continuous improvement.

Keep workflows flexible
Ensure integrations can adapt as your organisation grows or processes change.

Flexibility allows Totara and Workato to scale with your business.

Partner with experts

BuildEmpire manages the design, implementation, and optimisation, making sure your LMS works smarter, not harder.

Our experience ensures integrations deliver real value without adding complexity.

Ready to connect your Totara LMS using Workato?

Integrating Totara LMS with Workato transforms learning from a standalone system into a connected, automated, and insightful part of your organisation. 

Employees get the right courses at the right time. Managers get instant visibility. And your business can respond faster, with smarter decisions backed by accurate data.

If you’re ready to make your LMS work harder for your teams, contact BuildEmpire today. 

We’ll help you connect Totara to your business systems, automate workflows, and unlock the full potential of your learning ecosystem.