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Oracle HCM to HubSpot integration: HubSpot users for commercial jobs, on the start date and with absences from Oracle
With an integration between Oracle HCM Cloud and HubSpot, a new employee with a sales, marketing or service job in Oracle automatically gets a HubSpot user on their start date, with permission set, team and time zone. A termination or cancelled hire in Oracle removes the HubSpot user, and approved absence appears as out-of-office in HubSpot.
What the integration does
Organisations that manage employees in Oracle HCM Cloud and sell or serve customers with HubSpot request HubSpot accounts through a form or ticket. Hires with a start date far ahead sometimes get a paid seat weeks early, and people who do not show up or who leave remain in HubSpot.
- HR records a hire in Oracle; the newhire feed reports it, even when the start date is in the future.
- Based on job and department, KoppelHet decides whether someone gets a HubSpot user, and with which permission set and team.
- On the start date KoppelHet creates the user, with the time zone of the work location.
- An approved absence in Oracle appears as out-of-office in the HubSpot profile.
- On a termination the manager first gets a handover list; on the last working day the user is removed.
What to watch for with Oracle HCM Cloud and HubSpot
- Oracle's newhire feed also reports a hire with a future start date. KoppelHet remembers it and only creates the HubSpot user on the start date, so no seat is paid for someone who is not working yet.
- Oracle sends a separate notification when a work relationship is cancelled, for example when someone does not show up or declines an offer. KoppelHet then cancels the planned HubSpot user, or removes it if it already existed.
- In Oracle a location has a time zone code. HubSpot uses the user's time zone for meeting pages and needs it before working hours can be set. KoppelHet takes over the time zone of the work location, so an account manager in Dubai does not offer Dutch times.
- Oracle Absence Management records absences with start and end date. KoppelHet puts an approved absence of a salesperson into HubSpot as out-of-office, so colleagues and routing rules see they are away, while their customers stay in their name.
- A transfer to another legal employer gives a new work relationship in Oracle, with the same person number. KoppelHet keeps the person number as key and only adjusts the team and permission set of the existing HubSpot user, so no second user with a second seat appears.
- In HubSpot, permission sets with a paid seat can only be assigned by an app with the billing-write scope. KoppelHet only requests that scope if you let the integration assign seats, and then links the seat to the job in Oracle instead of the job title.
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 everyone from Oracle get a HubSpot user?
No. Only the jobs and departments we select together. The rest of the organisation does not go to HubSpot.
Can HubSpot deactivate a user instead of removing them?
Not through the provisioning API; it only offers removal. That is why the handover list goes to the manager from Oracle beforehand.
Do contingent workers also go to HubSpot?
Only if agreed. Oracle reports contingent workers in the same feeds, so per job you choose whether they get a user.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the employee Atom feeds (newhire, empassignment, empupdate, termination, cancelworkrelship) at /hcmRestApi/atomservlet/employee/, with details from the workers REST resource (names, emails, workRelationships, assignments with managers). Locations through locationsV2 with TimezoneCode, absences through the absences resource. The feeds cover employees, contingent workers and pending workers.
- To HubSpot through the user provisioning API (settings/v3/users, lookup by email with idProperty=EMAIL; create, update with permission set and team, remove), the Teams API and the Users objects (hs_job_title, hs_standard_time_zone, hs_out_of_office_hours). Permission sets exist in HubSpot first; seats require the billing-write scope.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in HubSpot | Notes |
|---|---|---|
PersonNumber | Koppeltabel naar de HubSpot-gebruiker | Stays the same on transfer and rehire |
names (KnownAs of FirstName, LastName) | firstName, lastName | |
emails (werkadres) | email | |
assignments.JobCode | roleId | Through a table per job; only selected jobs |
assignments.DepartmentName | primaryTeamId | |
assignments.LocationCode (TimezoneCode van de locatie) | hs_standard_time_zone | |
absences (begin en eind, goedgekeurd) | hs_out_of_office_hours | |
termination / cancelworkrelship | Verwijderen van de gebruiker |
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