Training and certificates
HiBob to aNewSpring integration: learners from Bob, completed courses in the Training table
With an integration between HiBob and aNewSpring, every employee in HiBob automatically becomes a learner in aNewSpring, in their department's group and with their manager as instructor. When they complete a course in aNewSpring, it then appears as a row in the Training table of their profile in HiBob.
What the integration does
Organisations that use HiBob as HR system and run their own training in aNewSpring manage learners in two systems. New colleagues are added by hand, instructors are no longer right after a reorganisation, and what someone has completed is not visible in Bob.
- Bob sends a signed notification; KoppelHet checks the signature and fetches the current employee.
- The employee becomes a learner in aNewSpring with their Bob ID as external ID, in their department's group.
- The manager becomes instructor of their direct reports.
- After the completing activity the course is added with its date as a row in the Training table in Bob.
- On departure KoppelHet archives the learner; during temporary leave it sets them to inactive.
Back: Completed courses with completion date and result
What to watch for with HiBob and aNewSpring
- The name of a training in Bob's Training table is not free text but an item from the TrainingName list. KoppelHet first adds the name of an aNewSpring course to that list if it is not there yet, and then writes the row with the ID of that item.
- A row in the Training table has a start date, an end date for completion, a status and a description. KoppelHet puts the completion date from aNewSpring in the end date and the passed or failed result in the status, so HR can filter by result in Bob.
- Besides leaving, Bob also has temporary leave. aNewSpring has both active and archived for a learner. KoppelHet sets a learner to inactive during temporary leave and to archived on departure, so results are kept in both cases.
- When aNewSpring links an instructor to a learner, that learner's other instructors are removed. If someone changes manager in Bob, one call for the new manager is enough: the old one no longer sees the learner afterwards. Instructors who do not come from Bob, such as a training coordinator, are then set per course in aNewSpring.
- Anyone who was in aNewSpring before the integration has no external ID yet. At the start KoppelHet sets the Bob ID on those learners once through their login email, so courses completed earlier stay with the same person.
- Bob signs every webhook and aNewSpring can too, with a secret set up by aNewSpring support. KoppelHet checks both signatures, so nobody from outside can create learners or add trainings to Bob.
- Alongside CourseCompleted aNewSpring also sends CoursePartCompleted at the same time. Only CourseCompleted becomes a row in Bob, so the Training table gets one row per course and not one per part.
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 we need Bob Learning?
No. Completed courses go to the standard Training table of the employee profile, which works without the Bob Learning module.
Which permissions does the service user need in Bob?
Read access to name, work data and lifecycle, and write access to the Training table and the TrainingName list. Salary and bank details stay closed.
Does the integration also enrol employees in courses?
Not in the first version. Enrolment per department or job can follow later as an extension; aNewSpring can link whole groups to a course.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob Public API at https://api.hibob.com/v1 with a service user: webhooks employee.joined, employee.updated, employee.temporaryLeave and employee.left with the bob-signature header; GET /people/{id} for current data; POST /people/{id}/training (name as backend ID from the TrainingName list, startDate, endDate, status, description); list items through the Lists metadata endpoints.
- aNewSpring API with an API key: POST /addOrUpdateUser/{userID} (login, firstName, lastName, function, active, archived), POST /initializeId/{login}/{userID}, POST /addGroup/{groupID}, /addGroupUsers and /deleteGroupUsers, POST /setTeacherStudents/{teacherID}. Webhook CourseCompleted (grade, passed) with X-WebHook-Signature (Base64 HMAC-SHA1).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in aNewSpring | Notes |
|---|---|---|
id (Bob) | userID (extern ID) | |
work email | login | |
firstName en surname | firstName en lastName | |
work.title | function | |
work.department | Groep van het type Student | |
work.reportsTo | setTeacherStudents van de leidinggevende | |
employee.temporaryLeave | active = false | |
employee.left | archived = true | |
CourseCompleted: name | Training name (item in de lijst TrainingName) | Return path to Bob |
CourseCompleted: completeDate | endDate | |
CourseCompleted: passed en grade | status en description |
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