Recruitment to HR
Carerix to Oracle HCM integration: successful placement as a pending worker in Oracle HCM Cloud
With an integration between Carerix and Oracle HCM Cloud, a candidate with a successful match in Carerix becomes a pending worker in Oracle, with the right legal employer, projected start date, FTE from the vacancy, address and phone number. Oracle converts the pending worker to an employee on the start date; Carerix does not report a placement by itself, so KoppelHet checks changed matches every quarter of an hour.
What the integration does
Organisations that recruit in Carerix and use Oracle HCM Cloud as their HR system enter every successful placement by hand as a pending worker in Oracle. Address, phone number and FTE are already in Carerix, but in a different form than Oracle asks, and HR also has to adjust a moved start date in Oracle.
- The recruiter sets the match in Carerix to a status for a successful placement.
- Every quarter of an hour KoppelHet retrieves the changed matches and reads candidate and vacancy.
- KoppelHet creates a pending worker in Oracle at the legal employer from the table.
- KoppelHet marks the work relationship ready to convert; the scheduled process in Oracle makes it an employee on the start date.
- If the start date moves in Carerix, KoppelHet adjusts the projected start date in Oracle as long as the conversion has not yet taken place.
What to watch for with Carerix and Oracle HCM Cloud
- Oracle first creates a new colleague as a pending worker, with a projected start date. Only when the ready to convert flag is set does a scheduled process in Oracle convert the person to an employee on that date. KoppelHet sets that flag right after creation, so HR does not have to start the conversion by hand.
- A Carerix vacancy has its own FTE field. Oracle records the size of an assignment as a work measure with unit FTE. KoppelHet carries that value over one to one, so part-time is right in Oracle immediately without conversion.
- Carerix stores an address with street, house number and addition in separate fields, as is usual in the Netherlands. KoppelHet builds the home address for Oracle from that, with the Netherlands as country, so the address is not stored in Oracle as a single text line.
- Oracle wants the country code of a phone number in a separate field. The mobile number in Carerix is a single text field, often as a 06 number. KoppelHet removes the zero, sets 31 as country code and reports numbers it cannot read to HR.
- If the start date of a match moves in Carerix, Oracle can change the pending worker's projected start date with a separate action. KoppelHet only does that as long as the person has not yet been converted; after that the change goes to HR as a notice.
- In Oracle a work relationship belongs to one legal employer, and a Carerix vacancy can belong to a legal entity. Per Carerix entity we record the legal employer and business unit in Oracle; if the entity is missing on the vacancy, KoppelHet stops with a notice.
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
Why a pending worker and not an employee right away?
A pending worker can be in Oracle before the start date for onboarding and accounts, without the person already being an employee.
Do BSN and bank account come from Carerix?
No, not by default. HR or the employee enters them in Oracle, or only in payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Carerix through the GraphQL API (https://api.carerix.io/graphql/v1/graphql), confidential client with client credentials. crMatchPage with a qualifier on statusInfoModificationDate and statusInfo.isSuccessfullyFilled; CRMatch jobStartDate; CREmployee firstName, lastNamePrefix, lastName, birthDate, street, houseNumber, houseNumberSuffix, postalCode, city and mobileNumber; CRVacancy fte (Float), toLegalEntity and toFunctionLevel1.
- Oracle HCM Cloud through the workers REST API - POST with workRelationships (LegalEmployerName, WorkerType P) and assignments (ActionCode ADD_PEN_WKR, ProjectedStartDate, BusinessUnitName, LocationCode, workMeasures with Unit FTE), names, addresses and phones (CountryCodeNumber). Then PATCH on the work relationship with ReadyToConvertFlag; conversion by Run Convert Pending Workers Automatically Process. Change the start date with the changeStartDate action.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Carerix | Field in Oracle HCM Cloud | Notes |
|---|---|---|
CRMatch _id | Referentie bij de pending worker | Prevents a second pending worker |
CREmployee firstName, lastNamePrefix en lastName | names (FirstName, LastName, LegislationCode NL) | |
CREmployee birthDate | DateOfBirth | |
CREmployee street, houseNumber, houseNumberSuffix, postalCode en city | addresses (HOME) | |
CREmployee mobileNumber | phones (CountryCodeNumber en PhoneNumber) | Country code separately |
CRMatch jobStartDate | ProjectedStartDate | |
CRVacancy toLegalEntity | LegalEmployerName | Through a lookup table |
CRVacancy fte | workMeasures (FTE) |
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