Training and certificates
HiBob to StudyTube integration: employees from Bob in the academy, certificates in the Training table
With an integration between HiBob and StudyTube, every employee from Bob automatically gets a StudyTube account, in the team of their department, with their manager as team manager and in the language of their country. Earned certificates come back in Bob's Training table, with the certificate attached, so HR sees them on the employee.
What the integration does
Anyone using HiBob for HR and StudyTube for onboarding and mandatory training often gives new colleagues their StudyTube account only after the first week. The academy opens in the same language for everyone, and HR keeps its own list in Bob of who has done the privacy training.
- HR hires a new employee in Bob, with start date, department, site and manager.
- KoppelHet prepares the account an agreed number of days before the start date, so the onboarding training is already open.
- The employee joins the team of their department, with the manager as team manager and the language of their site.
- An earned certificate arrives as a row in the employee's Training table in Bob, with the PDF file attached.
- On departure the account is removed after the last working day. During leave it stays.
Back: Training with name, end date and certificate as a document
What to watch for with HiBob and StudyTube
- Bob has a standard Training table per employee. A StudyTube certificate lands there as a row with the training name and completion date. The PDF file first goes to one of the employee's folders and is then linked to that row.
- A training name in Bob must be a value from a fixed list. KoppelHet first adds a StudyTube training to that list if it does not exist yet, so HR can filter on training name in Bob.
- A new row in the Training table does not send a notification in Bob. Writing certificates back therefore cannot start a new round of the integration.
- Bob only reports a hire once it takes effect. For onboarding before the first working day KoppelHet therefore also looks up employees who have not started yet.
- Besides termination, Bob has temporary leave and garden leave. During temporary leave the StudyTube account stays; garden leave counts as a departure in Bob, and KoppelHet only removes the account after the actual end date.
- The academy language follows the site in Bob. A colleague at a German site opens StudyTube in German and a colleague at a Portuguese site in Portuguese, without HR setting anything in StudyTube.
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 Bob not have its own learning environment?
Bob has a section where learning platforms can show their training catalogue. That is something else than accounts and certificates. This integration handles those two; showing StudyTube's catalogue in Bob can be added later as an extension.
Which permissions does the integration get in Bob?
A dedicated service user with read access to the basic and work data and write access to the Training table and documents. Salary and bank details are not visible to the integration.
What happens to the training of someone who leaves?
The certificates are already in Bob by then. StudyTube keeps a backup on removal, so an account can come back on rehire.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob is read through signed webhooks (employee.joined, employee.updated, employee.left, employee.temporaryLeave) and people search with showInactive for employees who have not started yet. Lifecycle events only fire once the lifecycle entry takes effect.
- Certificates go back through POST /people/{id}/training (name as backend ID from the TrainingName list, endDate, documentId) after uploading the document to one of the employee's folders. The Training table does not trigger table.entry events. Bob limits calls per minute per endpoint (HTTP 429, X-RateLimit headers).
- The service user has read access to root, work and lifecycle and write access to the Training table and documents; no salary or bank. StudyTube is written through the Academy API v2 (users on uid with language; teams through academy-teams/bulk/upsert).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in StudyTube | Notes |
|---|---|---|
root.id | uid | Fixed Bob ID; a returning former employee gets their account back |
root.firstName | first_name | |
Achternaam | last_name | |
root.email | email | |
work.title | company_role | |
work.department | Team (external_id en name) | |
Leidinggevende | Teammanager | |
work.siteId (land van de site) | language | Through a table per site; StudyTube supports en, nl, de and pt among others |
Kostenplaats | cost_centre | |
StudyTube-certificaat | Training-tabel (name, endDate, documentId) | Return path to Bob |
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