Training and certificates
ADP Workforce Now to StudyTube integration: employees, departments and managers from ADP in the academy
With an integration between ADP Workforce Now and StudyTube, every new employee in ADP automatically gets a StudyTube account, in their department's team and with their manager as team manager. After the end date in ADP the account is removed from StudyTube, also when HR recorded the departure weeks in advance.
What the integration does
Organisations that use ADP Workforce Now for HR and payroll and StudyTube for onboarding and mandatory training often maintain the academy with exports. Anyone who changes department stays in the old team, and leavers keep a licence until someone removes them by hand.
- At the start KoppelHet reads all employees from ADP and matches existing StudyTube accounts by work email.
- A hire notification creates the account, in the team of the primary position's department.
- A new manager or department in ADP moves the employee and adjusts the team manager.
- On the day after the end date KoppelHet removes the account; on a rehire it comes back on the same uid.
- Every day KoppelHet compares ADP with StudyTube, including archived former employees.
What to watch for with ADP Workforce Now and StudyTube
- ADP has an associateOID per employee that stays with the person, a workerID and a position number that changes with a new position. KoppelHet uses associateOID as uid in StudyTube, so a new position or rehire does not create a second account or lose certificates.
- When HR records a future departure in ADP, the position is terminated straight away but the employee is still active. StudyTube only removes at an end date in the past. KoppelHet therefore removes on the day after the end date itself, and not when ADP already sets the position to terminated.
- An employee can have more than one position in ADP, each with its own department and manager. StudyTube puts a user in teams, not positions. KoppelHet takes team and team manager from the position ADP marks as primary.
- ADP has several kinds of organisational units per position, distinguished by a type code, such as department and business unit. At the start we choose which type becomes the teams in StudyTube; KoppelHet builds those teams with the ADP code as external_id.
- ADP sends separate notifications for a new manager and for a different department. KoppelHet moves the employee and adjusts the team manager straight away, so a new manager sees their team's training progress the same day.
- ADP returns fifty employees per request by default and up to a thousand with an asynchronous request, but the latter does not work in the next generation of Workforce Now. KoppelHet therefore spreads the first load of StudyTube and the daily comparison over pages of fifty.
- Which employees the integration sees is set in ADP with People Access on the Marketplace application profile. If interns or a foreign entity fall outside the academy, the ADP administrator excludes them there, so they get no StudyTube licence.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
What happens during leave?
ADP sends a separate notification for leave. By default the StudyTube account stays active; if HR wants to take it out of the teams during long-term leave, we agree that beforehand.
Do certificates come back to ADP?
No. We found no place for training in the ADP Worker Management API. Certificates stay in StudyTube, where HR reports per team.
Does StudyTube receive sensitive data from ADP?
No. KoppelHet sends name, work email, job, employee number, department and manager. Date of birth, address and salary stay in ADP.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now Worker Management API: GET /hr/v2/workers (50 per page by default, $top and $skip, $filter on workAssignments/reportsTo/positionID and homeOrganizationalUnits with typeCode), Content-Type application/json;archived=true for archived employees. Notifications worker.hire, worker.rehire, worker.onLeave, worker.terminate, worker.reportsTo.modify and workAssignment.homeOrganizationalUnits.modify. OAuth 2.0 client credentials with a client certificate.
- StudyTube Academy API v2 with OAuth 2.0 client credentials (write scope): POST /api/v2/users on uid with employee_number and company_role, GET /api/v2/users/ids to find existing accounts by email (1 to 100 addresses), academy-teams/bulk/upsert up to 500 teams, academy-teams/managers/sync and DELETE /api/v2/users/{id}.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in StudyTube | Notes |
|---|---|---|
associateOID | uid | Stays with the person, also after rehire |
workerID | employee_number | |
preferredName of legalName | first_name en last_name | |
businessCommunication.emails | email | |
jobTitle van de hoofdpositie | company_role | |
homeOrganizationalUnits (type afdeling) | Team met external_id | |
reportsTo | Teammanager | |
terminationDate van de positie | DELETE op de dag erna |
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