Training and certificates
Personio to StudyTube integration: departments and teams as academy teams, certificates in the Personio profile
With an integration between Personio and StudyTube, every employee from Personio automatically appears in StudyTube, in the department or team they belong to in Personio, with that unit's lead as team manager. Earned certificates go back as a document to the employee's profile in Personio, in a document category you choose.
What the integration does
Employers with Personio for HR and StudyTube for onboarding and mandatory training get new colleagues into the academy through the StudyTube app in Personio, but maintain teams and managers by hand. If HR has to show a certificate per employee, for example to a regulator, it is only in StudyTube.
- HR creates the employee in Personio with department, team, supervisor and cost centre.
- Personio reports the change; KoppelHet first sets up the departments and teams as teams in StudyTube, from the top down.
- The employee gets a StudyTube account in their team. The lead of that unit in Personio becomes team manager.
- An earned certificate arrives as a PDF in the employee's profile in Personio, in the agreed document category.
- After the last working day in Personio the account is removed from StudyTube.
Back: Certificate as a document in the employee profile
What to watch for with Personio and StudyTube
- Personio has both departments and teams, each with its own parent unit and one or more leads. KoppelHet builds the team tree in StudyTube from that and makes the leads team managers. According to its description, the StudyTube app in Personio mainly handles the employees themselves.
- Personio distinguishes between the contract end date and the last working day. Someone released from work earlier loses StudyTube on the last working day; until then they can still finish mandatory training.
- An employee can be linked to several cost centres in Personio, each with a weight. StudyTube has one cost centre per user, so KoppelHet takes the cost centre with the largest weight, unless you choose another rule.
- Personio only exposes employee data that has been released per field in advance. For StudyTube you only release name, email, position, units, cost centre and termination data; salary and address stay closed.
- Personio can contain several legal entities in one account, such as a Dutch and a German company. Every entity becomes a top team in StudyTube, so training that is mandatory per country only reaches the right people.
- Personio keeps notifications for thirty days and can send them again. If the integration was down for a while, KoppelHet retrieves the missed changes instead of comparing all employees again.
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
Can the app and KoppelHet run side by side?
Yes, if we agree beforehand who creates the users and who only handles teams and certificates. The same key on both sides prevents duplicate accounts.
Which permissions does the integration need in Personio?
Read access to persons, employments and units, plus the right to upload documents. You decide per field which fields are visible.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio is read through webhooks and the Personio API v2 (persons, employments with org_units, supervisor, cost_centers with weight, legal_entity and termination; org-units with include_parent_chain and leads), with OAuth 2.0 client credentials and read-only scopes. Webhook events from the last thirty days can be redelivered.
- Certificates go back through /company/documents with a category from /company/document-categories; uploads are limited to 60 per minute.
- StudyTube is written through the Academy API v2 (users on uid; academy-teams/bulk/upsert with at most 500 teams, parents first; team managers through academy-teams/managers/sync).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in StudyTube | Notes |
|---|---|---|
person id | uid | Fixed Personio ID |
first_name / preferred_name | first_name | |
last_name | last_name | |
email | email | |
position.title | company_role | |
org_units (department, team) | Team (external_id, name, parent) | With the parent unit from the parent chain |
leads van de org unit | Teammanager | |
cost_centers (hoogste weight) | cost_centre | |
legal_entity | Bovenste team per entiteit | |
termination.last_working_day | Verwijderen na de laatste werkdag | |
StudyTube-certificaat | Document in documentcategorie | Return path to Personio |
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