Recruitment to HR
Ashby to Oracle HCM integration: an accepted offer on an opening becomes a pending worker
With an integration between Ashby and Oracle HCM Cloud, a candidate with an accepted offer in Ashby becomes a pending worker in Oracle, at the right legal employer and location, with projected start date and FTE. Ashby does have its own Workday integration but no Oracle integration, so KoppelHet builds the step from hire to pending worker.
What the integration does
Organisations that have Oracle HCM Cloud as their HR system and recruit in Ashby find that Ashby has no ready-made handover for Oracle. HR creates a pending worker by hand after every hire, looking up employer, business unit and location code for the Ashby location.
- The offer is accepted and the candidate is marked as hired in Ashby.
- KoppelHet receives the webhook and checks that the offer is accepted.
- KoppelHet reads the opening and the location and looks up employer, business unit and location code.
- The pending worker arrives in Oracle with the start date from the offer as effective date.
- HR runs the onboarding in Oracle and marks the work relationship ready for conversion.
What to watch for with Ashby and Oracle HCM Cloud
- Ashby's documentation has a Workday integration for the handover to HR, but none for Oracle HCM. KoppelHet uses the webhook Ashby sends on a hire as the starting point and creates the pending worker in Oracle with it.
- An offer in Ashby belongs to one opening, and that opening has an employment type and one or more locations. KoppelHet determines the legal employer, business unit and location code in Oracle from the opening's location, with a table HR maintains.
- Oracle records names and phone numbers with a legislation code per country, while an Ashby location gives the country as a full name, such as United States. KoppelHet converts that name to the code and stops on an unknown country.
- Ashby gives the phone number as one text, Oracle wants country code, area code and subscriber number separately. KoppelHet splits an international number; KoppelHet leaves out a number without country code and reports it to HR.
- The size of an assignment is stored in Oracle as FTE and headcount. The opening in Ashby says FullTime or PartTime, but no percentage. For full-time KoppelHet sets 1 FTE; for part-time we add a custom field with hours to the offer.
- Ashby has an acceptance status and an approval status on an offer. KoppelHet only creates a pending worker when the offer is accepted, and uses the start date from the latest version of the offer, so an earlier proposal does not reach Oracle.
- A pending worker only becomes an employee when HR marks the work relationship ready for conversion and Oracle runs the scheduled process for it. KoppelHet does not switch that on itself; the moment stays with HR in Oracle.
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
Does Ashby have an Oracle integration?
We did not find one in Ashby's documentation. There is one for Workday; for Oracle KoppelHet builds on the APIs.
Does the salary go to Oracle?
Not in the first version. HR records the salary during onboarding; sending it can be added later as an extension.
What if the offer changes after the hire?
HR then gets an alert with the new version. Automatic updating can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Ashby through the candidateHire webhook (Ashby-Signature with sha256; data.application with candidate.name, primaryEmailAddress and primaryPhoneNumber; data.offer with acceptanceStatus and latestVersion with startDate and openingId). Opening (employmentType, locationIds) and location.info (address.postalAddress.addressCountry) with jobsRead and organizationRead.
- Oracle HCM Cloud through POST /hcmRestApi/resources/11.13.18.05/workers with header effective-Of RangeStartDate; names, emails and phones with LegislationCode; workRelationships with LegalEmployerName and WorkerType P; assignments with ActionCode ADD_PEN_WKR, ProjectedStartDate, BusinessUnitName, LocationCode and workMeasures. Conversion through ReadyToConvertFlag and Run Convert Pending Workers Automatically.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Ashby | Field in Oracle HCM Cloud | Notes |
|---|---|---|
candidate.name | names FirstName en LastName | Split; KoppelHet has HR check name prefixes |
candidate.primaryEmailAddress | emails (EmailType H1) | |
candidate.primaryPhoneNumber | phones (CountryCodeNumber, AreaCode, PhoneNumber) | |
offer.latestVersion.startDate | ProjectedStartDate en effective-Of RangeStartDate | |
Locatie van de opening | LegalEmployerName, BusinessUnitName en LocationCode | Lookup table per Ashby location |
addressCountry (locatie) | LegislationCode | Country name converted to code |
opening employmentType | workMeasures (FTE en HEAD) |
Related
Ashby → BambooHR
Ashby to BambooHR integration: hire, changed start date and employment status in BambooHR
Ashby → Dayforce
Ashby to Dayforce integration: have Dayforce validate the hire first, then save it
Ashby → Deel
Ashby to Deel integration: hires at the own entity as direct employee in Deel
Ashby → HiBob
Ashby to HiBob integration: a hire from Ashby straight in as an employee in Bob