Training and certificates
UKG Pro to StudyTube integration: employees, org levels and managers in the academy automatically
With an integration between UKG Pro and StudyTube, every employee in UKG Pro automatically gets a StudyTube account, in the team of their org level and with the right team manager. After the last working day in UKG Pro the account is removed from StudyTube, and on rehire the same account comes back.
What the integration does
Organisations with UKG Pro as HR system and StudyTube for onboarding and mandatory training often load new colleagues into the academy with a CSV. Teams and managers then lag behind UKG Pro, and leavers keep a licence until someone cleans up the account.
- Every three hours KoppelHet asks UKG Pro which employees changed and compares that with the previous state.
- The org levels we choose at the start become teams in StudyTube, from the top down.
- A new employee gets an account in their team, with their language from UKG Pro; their supervisor becomes team manager.
- On the day after the end date KoppelHet removes the account.
- On a new last hire date KoppelHet restores the account under the same uid.
What to watch for with UKG Pro and StudyTube
- On a change request UKG Pro returns the full employee, not which field changed, and wants at least three hours between two requests. KoppelHet keeps the previous state and only sends real changes to StudyTube, so a new phone number does not overwrite the whole profile every time.
- UKG Pro has four org levels that each organisation gives its own meaning. StudyTube only builds teams under a team that already exists. KoppelHet therefore sends the chosen levels layer by layer, the top one first, with the UKG code as external_id.
- StudyTube ignores a contract end date in the future and only removes at a date in the past. UKG Pro often knows the end date weeks ahead. KoppelHet remembers that date and removes the account itself on the day after, so someone can learn until their last working day.
- On a rehire UKG Pro keeps the original hire date and sets a new last hire date. StudyTube can reactivate a user on the same uid. KoppelHet does that on a new date, so certificates earned before leaving come back.
- UKG Pro provides a language code per employee. StudyTube has a fixed list of twelve languages, including Dutch, English, German, French and Spanish. KoppelHet sets that language on the account, and falls back to English if the language is not on the list.
- UKG Pro often runs several companies, for example in the United States and the Netherlands. KoppelHet only includes the companies that belong in this academy, but does make a supervisor from another company team manager if they manage Dutch employees.
- StudyTube links team managers by team name and replaces the list per team. KoppelHet works out per team which supervisors belong to it in UKG Pro and always sends that complete list, so a manager who left disappears from the team.
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 come back to UKG Pro?
Not in the first version. UKG Pro has an API for course participations; recording StudyTube certificates there can follow later as an extension.
Why every three hours and not instantly?
UKG Pro does not allow a shorter interval for this change request and has no webhooks for it. For onboarding that is well in time, because hires are usually recorded in advance.
Which org level becomes the team?
We choose that at the start, because every organisation uses the four levels differently. Often level 1 is the country or business unit and level 2 or 3 the department.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- UKG Pro Personnel API GET /personnel/v1/employee-changes (startDate, endDate, page, per_page; at least three hours between calls, eight times a day recommended) with a service account with the View role on the EmployeeExport Web Service, the US-Customer-Api-Key and basic authentication. Fields include employeeId, employeeNumber, companyId, emailAddress, languageCode, jobCode, orgLevel1Code to orgLevel4Code, supervisorId, terminationDate and dateOfLastHire.
- StudyTube Academy API v2 with OAuth 2.0 client credentials and the write scope: POST /api/v2/users (create, update or reactivate on uid; language from en, nl, fi, fr, es, de, pt, pl, da, fl, no, sv), POST /api/v2/academy-teams/bulk/upsert (up to 500 teams, parents first), POST /api/v2/academy-teams/managers/sync and DELETE /api/v2/users/{id}.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in StudyTube | Notes |
|---|---|---|
employeeId | uid | Fixed key, also after rehire |
employeeNumber | employee_number | |
firstName of preferredName | first_name | |
lastName | last_name | |
emailAddress | email | |
jobCode (omschrijving) | company_role | |
languageCode | language | Only languages StudyTube supports; otherwise en |
orgLevel1Code tot orgLevel4Code | Teams met external_id en parent | |
supervisorId | Teammanager via managers/sync | |
terminationDate | DELETE op de dag erna | |
dateOfLastHire | POST /users op hetzelfde uid (heractiveren) |
Related
Recruitee → UKG Pro
Recruitee to UKG Pro integration: European hires through the Global New Hire service in UKG Pro
Teamtailor → UKG Pro
Teamtailor to UKG Pro integration: European hires as global new hires
UKG Pro → Active Directory
UKG Pro to Active Directory integration: domain accounts for the Dutch branch
UKG Pro → ADP iHCM
UKG Pro to ADP iHCM integration: salary and terminations of the Dutch pay group to ADP