Evolia and Amilia Integration

Evolia & Amilia

The integration of Evolia with Amilia creates a seamless connection between workforce management and activity registration systems, offering businesses a streamlined approach to operations.

By synchronizing employee scheduling with real-time activity data, the integration ensures that staff allocation is always aligned with program demands, reducing inefficiencies and optimizing resources.

Evolia’s smart scheduling capabilities, paired with Amilia’s activity management features, simplify complex operations by automating workflows and minimizing administrative tasks. This synergy not only enhances operational efficiency but also improves the overall client and employee experience.

With data flowing effortlessly between the two platforms, organizations can focus on delivering high-quality services while ensuring their workforce is managed effectively. Together, Evolia and Amilia provide an all-in-one solution for managing programs, employees, and customer satisfaction with ease.

Product overview

Amilia is a recreation and member management platform that makes online registration & programming simpler. It gives community organizations the tools and insights to automate daily operations and build better customer experiences. Make more time for the community with easy-to-use software – backed by a partner who innovates.

Sell classes, memberships, programs, drop-ins, private lessons, facility bookings, merchandise, and more online. Manage restrictions and in-store visibility based on age, gender, location, membership, skill, or the number of available spots.

The key features are as follows:

• Activities
• Membership
• Recurring billing
• Payment
• Facility booking

Integration overview

The typical scenario to use Evolia with SmartRec is to help you find employees (coaches) to quickly fill your shifts.

Activities & Facility bookings synchronisation from SmartRec to Evolia include details such as:

• Date, start & end-time, position, location, employee assigned or unassigned for open shifts (not available for Facility booking yet)
• Note field included in the activity transferred to the shift note (configurable)
• Paid preparation time or shifts start delay
• Regroupment of multiple activity occurrences within one shift (if same employee)
• Cancellation of an activity in SmartRec cause cancellation of shift in Evolia (webhook)
• Status change (hide or cancel) of an activity in SmartRec cause cancellation of shift in Evolia (webhook)

Activities details are synchronized to Evolia via an on-demand synchronisation with a specific date period of import. Synchronised activities including link to program visible or not visible to customers yet which allows to plan your labor and scheduling needs accordingly.

• Employees synchronisation from SmartRec to Evolia
• On-demand synchronisation and every 4 hours

Features and Benefits

• Save time and reduce administrative task by connecting Evolia with SmartRec by Amilia.
• Activities synchronisation for a simple and reliable smart scheduling & time & attendance within Evolia.
• Manage your shift within Evolia: find employees for open shifts, swap,replacement shifts and more.
• Seamless API integration with sync data.
• Automatically sync employee data between solutions.

Data Fields

The following fields values are transferred from SmartRec by Amilia to Evolia:

• ← Date
• ← Start time
• ← End time
• ← Position
• ← Location
• ← Team
• ← Note
• ← Assigned employee, an assigned shift will be created
• ← If employee unassigned, an open shift (in draft mode) will be created

Once activities are synchronized within Evolia, the employee assigned to the shift is not transferred back to SmartRec.

Pre-requisite: Integration between SmartRec and Evolia needs configuration with proper mapping that reflect context and needs of the customers.
The integration has the ability to filter activities with specific client requirement such as program name (ex. Day camp, pre-school swimming, aquafitness,etc).

• Activities categories normally matches to a position.
• Matching can be accomplished using a regular expression. Ex: Natation *
• Staff needs to be added manually or by using the import employee file within Evolia.