Training and certificates
Dayforce to StudyTube integration: employees and org units from Dayforce as users and teams in StudyTube
With an integration between Dayforce and StudyTube, every active employee from Dayforce automatically appears in StudyTube, in the team that matches their org unit and with their manager as team manager. New employees receive their invitation on the start date, and after a departure in Dayforce the StudyTube account is removed after an agreed period.
What the integration does
Organisations that run HR and time tracking in Dayforce and use StudyTube for onboarding and mandatory training load new employees into the academy through a file. Teams in StudyTube lag behind the organisation in Dayforce, and leavers keep their account until someone cleans it up.
- KoppelHet asks Dayforce which employees were updated, hired or terminated since the previous run.
- The org units with their parent unit become teams in StudyTube, from the top down.
- A new employee gets an account in their team without an invitation; on the start date the invitation goes out.
- The manager from Dayforce becomes team manager of that team.
- After the last working day and the agreed period, KoppelHet removes the account, with backup.
What to watch for with Dayforce and StudyTube
- The Dayforce employee list only returns XRefCodes, optionally filtered on update date, hire date or termination date. KoppelHet then fetches the details per XRefCode and uses that same XRefCode as uid in StudyTube, so a returning employee gets their old account back.
- Org units in Dayforce can be requested with their parent unit. KoppelHet builds the team tree in StudyTube from that and sends the top layers first, because StudyTube only creates a child team under an existing team.
- Dayforce can already deliver employees with a future start date. KoppelHet reads their data as of the start date and prepares the account in advance without an invitation; on the first working day StudyTube sends the invitation, so nobody receives an email before they are employed.
- Dayforce only returns a field if the API user's role has access to it, and leaves out empty fields. KoppelHet therefore does not read a missing manager as removing the team manager in StudyTube, but reports it, so a permissions problem does not empty teams.
- Dayforce groups employment statuses into Active, Inactive and Terminated. An employee on long-term leave is often Inactive; KoppelHet then keeps their StudyTube account, so mandatory training can continue after their return.
- Dayforce limits fetching employee details to 100 per minute, shared by all of the customer's integrations. KoppelHet therefore spreads the first load of StudyTube over several runs, so the payroll or time integration on Dayforce does not stall.
- Dayforce can read courses and training programmes per employee, but the public REST guide describes no way to write them. Earned StudyTube certificates therefore stay in StudyTube; HR reports there per team, and the teams are right because they come from Dayforce.
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
Do StudyTube certificates come back to Dayforce?
Not in this integration. The public Dayforce API describes no way to write training. If your Dayforce environment does offer it, it can be added later as an extension.
What if we also use Dayforce Learning?
Then we agree which system leads for which training. This integration only makes sure StudyTube has the same employees and teams as Dayforce.
What data goes to StudyTube?
Name, work email, job, XRefCode, org unit and manager. Pay, address and date of birth stay in Dayforce.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce RESTful Web Services at https://www.dayforcehcm.com/api/{CompanyName}/V1/Employees with filterUpdatedStartDate and filterUpdatedEndDate, filterHireStartDate and filterTerminationStartDate; details per XRefCode with expand for WorkAssignments, EmploymentStatuses, EmployeeManagers and Contacts, with contextDate. Org units through /V1/OrgUnits/{XRefCode} with expand OrgUnitParents. API user with the role feature RESTful Services > Employee and field-level access; 10 per second or 100 per minute for employee details, per customer.
- StudyTube Academy API v2 with OAuth 2.0 client credentials and the write scope. POST /api/v2/users on uid (send_invite off on creation), POST /api/v2/users/{id}/reinvite on the start date, academy-teams/bulk/upsert up to 500 teams, academy-teams/managers/sync and DELETE /api/v2/users/{id} without skip_backup.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in StudyTube | Notes |
|---|---|---|
XRefCode | uid en employee_number | Fixed key in Dayforce |
FirstName, LastName | first_name, last_name | |
Contacts (zakelijk e-mailadres) | email | |
WorkAssignments (Position, Job) | company_role | From the primary work assignment |
OrgUnit met OrgUnitParents | Team (external_id, name, parent) | |
EmployeeManagers | Teammanager | |
EmploymentStatuses (groep Active, Inactive, Terminated) | Licentie houden, pauzeren of verwijderen |
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