Training and certificates
Loket to StudyTube integration: employees per employer in StudyTube, certificates back as education in Loket
With an integration between Loket and StudyTube, every employee from Loket automatically gets a StudyTube account, in the team of their employer and department, with job and cost centre. Certificates earned in StudyTube then appear as education records on the employee in Loket, and after the last working day the account leaves StudyTube.
What the integration does
Organisations that run payroll in Loket and offer mandatory training in StudyTube put new employees into StudyTube with an import and rarely clean up leavers. Which certificates someone holds is only in StudyTube, while HR keeps the education overview in Loket.
- Payroll converts a new employee in Loket from concept to employee, with employment, department and job.
- KoppelHet creates the user in StudyTube in the team of employer and department, with job, cost centre and the role that belongs to the job.
- Through that role the employee gets the mandatory training for their job.
- When the employee earns a certificate, KoppelHet adds it the next day as an education record on the employee in Loket.
- After the employment end date KoppelHet removes the user from StudyTube, with a backup.
Back: Earned certificate as education with completion date
What to watch for with Loket and StudyTube
- Loket numbers employees per employer, and a payroll bureau or group often has several employers in one environment. KoppelHet puts the employer in front of the employee number in StudyTube's uid, so number 40 at one employer is a different account from number 40 at the other.
- A new employee is often a concept in Loket first, while payroll adds the citizen service number and payroll tax details. KoppelHet only creates the StudyTube account once the concept has become an employee, so no accounts appear for candidates who do not start after all.
- Loket has no field for the manager. StudyTube uses team managers to show progress. KoppelHet therefore sets team managers per department from a table HR maintains, or leaves them in StudyTube as the administrator set them.
- StudyTube can assign roles to a user, and mandatory training can hang on a role. KoppelHet translates the job of the Loket employment into a StudyTube role, so an employee who changes job gets the mandatory training of their new job.
- With a temporary contract the end date is often set in Loket from day one. StudyTube stores no contract end date and removes a user immediately if a past date is sent. KoppelHet only sends the removal after the end date, and not if a new employment follows on.
- Loket keeps an education register per employee with name, start and end date and a field for a diploma obtained; the name may be at most 50 characters. StudyTube supplies a name and completion date per certificate. KoppelHet adds each certificate as an education record on the employee, with a shortened name and the full name in the particularities.
- The education type in Loket is a pick list managed per employer. KoppelHet makes sure the StudyTube type exists at each employer, so certificates from StudyTube can be filtered in Loket separately from diplomas HR enters itself.
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 classroom trainings and their costs go to Loket too?
Not in the first version. StudyTube has training requests with a price, and Loket has a field for employer costs on an education record. Including that can come later as an extension.
What if an employee has no business email address?
StudyTube can then work with a username. At the start we agree how those employees get their first password.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Loket through the REST API with OAuth 2.0 (authorization code with refresh token), per employer on employees, employments (job, department, cost centre, start and end date) and concepts. Education back with PostEducationByEmployeeId (name up to 50 characters, typeOfEducation, institute, endDate, hasDiploma, particularities); education types with GetEducationTypesByEmployerId and PostEducationTypeByEmployerId.
- StudyTube Academy API v2 with OAuth 2.0 client credentials. POST /api/v2/users on uid (create, update or reactivate; employee_number, company_role, cost_centre), PATCH /api/v2/users/{user_id}/employee-roles, teams through academy-teams/bulk/upsert (up to 500) and academy-teams/managers/sync. Certificates through GET /api/v2/certificates (name, completion_date, user_id). contract_end_date is not stored; a past date removes the user like DELETE /api/v2/users/{id}.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Loket | Field in StudyTube | Notes |
|---|---|---|
Werkgever + personeelsnummer | uid | Employee numbers in Loket are per employer |
employeeNumber | employee_number | |
firstName | first_name | |
prefix en lastName | last_name | |
businessEmailAddress | email | |
Functie van het dienstverband | company_role en employee role | |
Kostenplaats | cost_centre | |
Werkgever en afdeling | Team en subteam | |
Certificaat (name, completion_date) | Opleiding (name, endDate, hasDiploma) | Return flow; name shortened to 50 characters |
Related
ADP Workforce Now → Loket
ADP Workforce Now to Loket integration: hires, pay, hours and bonuses from ADP to the Dutch payroll run
AlexisHR → Loket
AlexisHR to Loket integration: employees of the Dutch company from AlexisHR into payroll
BambooHR → Loket
BambooHR to Loket integration: HR changes from BambooHR for Dutch payroll
Bullhorn → Loket
Bullhorn to Loket integration: placement as a concept employee in the right payroll administration