Recruitment to HR
Workable to Oracle HCM integration: an accepted offer becomes a pending worker
With an integration between Workable and Oracle HCM Cloud, a candidate in the Workable Hired stage with an accepted offer appears in Oracle as a pending worker, with legal employer, location, projected start date and FTE. Workable only builds such an export to Oracle HCM as paid custom work for Premier and Enterprise; KoppelHet is the alternative to that.
What the integration does
Organisations that use Oracle HCM Cloud as their HR system and Workable for part of their recruiting enter hired candidates in Oracle by hand. The start date sits in the offer document in Workable and is retyped, so onboarding in Oracle often starts too late.
- The recruiter moves the candidate to the Hired stage in Workable.
- KoppelHet fetches candidate, job and offer and checks that the offer was accepted.
- The legal entity and location of the job determine employer and location code in Oracle.
- KoppelHet creates a pending worker with the start date from the offer.
- HR completes onboarding in Oracle and converts the pending worker to an employee.
What to watch for with Workable and Oracle HCM Cloud
- Workable names Oracle HCM as one of the HR systems its own team builds an export for. That is paid custom work and only for the Premier and Enterprise plans. On other plans, or when the integration must be managed outside Workable, KoppelHet builds it.
- Workable fills a hired date as soon as someone moves to Hired; the first working day is a variable in the offer document. Oracle wants a projected start date. KoppelHet takes that variable and not the hired date, so onboarding in Oracle aims at the right day.
- Workable has legal entities per account, Oracle has legal employers. Per Workable entity we record the employer in Oracle, and a job without an entity does not go through to Oracle.
- Oracle first turns a signed candidate into a pending worker, which HR converts later. KoppelHet creates the Workable candidate that way, so the onboarding tasks in Oracle run before the new colleague becomes an employee.
- A Workable notification contains the candidate as it is at the moment of sending. KoppelHet therefore fetches the offer separately and only creates a pending worker when the offer status is accepted.
- Oracle records the size of an assignment in FTE, Workable has no hours field. We add a variable for weekly hours to the offer template, and KoppelHet converts it against the full-time week of the Dutch employer.
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
Why not Workable's custom export?
If you have Premier or Enterprise and want one vendor, that is a good option. KoppelHet fits when the integration must sit with your own management, or when the same hire also goes to other systems.
Does the salary go to Oracle?
Not in the first version. HR records it during onboarding; carrying it over can be added later as an extension.
What if the offer has not been accepted yet?
Then KoppelHet waits and reports it to the recruiter. No pending worker is created for an offer that is still open.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workable through a subscription on candidate_moved with stage_slug hired (HMAC-SHA256 in X-Workable-Signature) and the API with r_candidates and r_jobs. GET /candidates/:id, /jobs/:shortcode, /legal_entities and /candidates/:id/offer (state accepted; document_variables with slug start_date).
- Oracle HCM Cloud through POST /hcmRestApi/resources/11.13.18.05/workers with workRelationships (LegalEmployerName, WorkerType P) and assignments (ActionCode ADD_PEN_WKR, ProjectedStartDate, BusinessUnitName, LocationCode, workMeasures in FTE). Integration user with rights for the employers involved.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workable | Field in Oracle HCM Cloud | Notes |
|---|---|---|
firstname en lastname | names (FirstName, LastName, LegislationCode) | |
email | emails (privé) | |
Juridische entiteit (vacature) | LegalEmployerName | Through a lookup table |
location (vacature) | LocationCode | Through a lookup table |
department (vacature) | BusinessUnitName en afdeling | |
document variable start_date | ProjectedStartDate | |
Uren per week (document variable) | workMeasures (FTE) |
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