Training and certificates
SAP SuccessFactors to StudyTube integration: Employee Central as the source for the academy, pre-hires included
With an integration between SAP SuccessFactors Employee Central and StudyTube, every employee automatically gets a StudyTube account, in the team of their department, with their manager as team manager and the job title in their own language. New employees are in it before their first working day, so onboarding in StudyTube starts on time.
What the integration does
Employers that use SAP SuccessFactors Employee Central for HR and StudyTube for safety and quality training instead of the SuccessFactors learning module often update users with a monthly export. New employees then go without an account for their first weeks, and after a transfer people remain in their old department in StudyTube.
- HR records a hire in Employee Central or completes it in Onboarding.
- KoppelHet reads the new employee with the data valid on the start date, and prepares the account an agreed number of days earlier.
- The teams in StudyTube follow company, division and department from SuccessFactors, top-down.
- The manager from Employee Central becomes team manager and sees the team's progress.
- After the last working day the account is removed, unless the person still has another active employment.
What to watch for with SAP SuccessFactors and StudyTube
- On a rehire or a move from contractor to permanent employment, an employee in SuccessFactors gets a new employment with a different user ID, while the person number stays the same. KoppelHet uses the person number as the key, so someone keeps their StudyTube history.
- An employee on a global assignment or with two concurrent jobs has more than one employment in SuccessFactors. StudyTube gets one account, in the team of the employment you designate as leading.
- New employees from the SuccessFactors Onboarding module are already prepared as pre-hires before they start. KoppelHet reads them with the data of their start date, so the mandatory safety training is open before the first day.
- SuccessFactors can store a job or position name in several languages. A colleague in Poland sees their job title in Polish in StudyTube and opens the academy in the language of their country, as far as StudyTube supports that language.
- The organisation in SuccessFactors consists of company, division and department. StudyTube needs a parent team before a child team can exist, so KoppelHet creates the teams level by level, with at most five hundred at a time.
- POST /users in StudyTube creates, updates or reactivates a user on uid. If a former employee with the same person number returns in SuccessFactors, their earlier account becomes active again instead of a second one being created. When deleting after the last working day KoppelHet leaves skip_backup off, so StudyTube keeps a backup.
- For team membership StudyTube keeps an employee in their existing teams by default, because keep_existing_teams is true. When someone gets a new department in SuccessFactors, KoppelHet sets that value to false, so they are only in the team of the new department.
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 earned certificates go back to SuccessFactors?
Not in the first version. Where certificates belong in Employee Central differs per setup. Writing them back can be added later as an extension, once we have chosen the right section together.
Do you use the SuccessFactors learning module alongside?
That is not needed. This integration is meant for organisations that use Employee Central and choose StudyTube as their academy.
What does our SAP team need to arrange?
An API user with read-only access to the required entities and an OAuth client. We do not use basic authentication, because SAP is phasing it out.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP SuccessFactors Employee Central is read through the OData API (v2) with OAuth 2.0 (SAML bearer assertion), with lastModifiedDateTime per entity (PerPerson, PerPersonal, PerEmail, EmpEmployment, EmpJob) and asOfDate on the start date for pre-hires. Global assignments have assignmentClass GA, concurrent jobs two records with assignmentClass ST; the number of active employments is in the person's termination data.
- Position names per language are stored as externalName with a locale suffix, such as externalName_fr_FR. Pre-hires from Onboarding 2.0 have the status active_external_suite.
- StudyTube is written through the Academy API v2: POST /users on uid (personIdExternal) with language from the StudyTube list (including nl, en, fr, de and pl), and academy-teams/bulk/upsert with at most 500 teams per call, parents first.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in StudyTube | Notes |
|---|---|---|
personIdExternal | uid | Stays the same on rehire and conversion; the userId can change |
PerPersonal firstName / preferredName | first_name | |
PerPersonal lastName | last_name | |
PerEmail (zakelijk) | email | |
Positie of functie, naam in de taal van de medewerker | company_role | |
EmpJob company, division, department | Team (external_id, name, parent) | |
EmpJob managerId | Teammanager | Converted to the manager's personIdExternal |
EmpJob costCenter | cost_centre | |
Land van het bedrijf | language | |
Aantal actieve dienstverbanden en laatste werkdag | Verwijderen na de laatste werkdag |
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