36Training and certificates
Workday to 360Learning integration: learners and groups from Workday, certificates with expiry date back
With an integration between Workday and 360Learning, every worker from Workday appears as a learner in 360Learning, in their organisation's group and with their manager as manager, and access closes on the end date from Workday. Earned certificates from 360Learning reach Workday as a certification on the worker, with issue and expiry date.
What the integration does
Organisations that run HR in Workday and offer training in 360Learning only get new employees into 360Learning once the administrator imports a list. HR does not see expired certificates in Workday, only in separate exports.
- HR completes a hire in Workday, with organisation, job and manager.
- KoppelHet creates the learner in 360Learning, in their organisation's group, and links the manager as manager.
- On an organisation change the learner moves to the new group, so the group's mandatory programmes apply to them.
- A termination in Workday immediately sets a deactivation date in 360Learning, on the last working day.
- Earned certificates reach the worker in Workday daily as a certification, with the expiry date.
Back: Certificate with title, issue date and expiry date
What to watch for with Workday and 360Learning
- 360Learning has no field for an employee number on a user; a user is recognised by email or username. KoppelHet therefore keeps the 360Learning ID per Workday ID, so a new email address in Workday updates the existing learner instead of creating a new one.
- In Workday a termination is often recorded weeks ahead. 360Learning accepts a deactivation date in the future. KoppelHet sets that date as soon as the termination is completed in Workday, and removes it again if HR rescinds the termination.
- A new user in 360Learning must be a member of a group straight away, with a role. The supervisory organisation from Workday determines that group, and the role is learner; admin and author roles stay in 360Learning itself.
- Linking a manager in 360Learning is only possible when that manager already exists as a user. KoppelHet therefore processes new workers top-down along the Workday hierarchy, so a new team lead exists before their team.
- Extra fields in 360Learning are text or date, and their number per platform is limited. Workday data such as location or job family goes along as text, and only the few fields that learning paths are actually assigned on.
- A learning path certificate in 360Learning has an issue date and often an expiry date. KoppelHet puts both into the certification on the worker in Workday, so HR can report in Workday on certificates that expire soon.
- Workday gives a preferred language per worker. 360Learning expects a two-letter language code. The platform therefore opens in German for an employee in Germany, without the academy administrator setting it.
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 through our identity provider with SCIM?
You can, 360Learning supports SCIM from Entra ID and Okta among others. Department and job must then be right there, and no certificates come back to Workday.
Do new employees get an invitation email?
You choose. With single sign-on the integration switches the invitation off; otherwise it goes out on the start date.
Is personal data sent that 360Learning does not need?
No. Name, work email, job, language, organisation and manager leave Workday, plus the fields learning paths are assigned on.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with a RaaS report on change date (workers, supervisory organisations, manager, preferred language, termination date). Certificates go to Workday through Manage_Certifications in the Talent web service.
- 360Learning through API v2 (header 360-api-version v2.0, client credentials token valid for one hour). Create a user with membership (groupId and role), mail and sendInvitationEmail; PATCH /api/v2/users/{userId} for job, lang, primaryGroupId and toBeDeactivatedAt; POST /api/v2/users/{userId}/managers/{managerId}; GET /api/v2/users/{userId}/certificates (title, deliveryDate, expirationDate, type path or external, 1,000 per page).
- 360Learning limits each company to 50 read calls and 10 write calls per second; above that a 429 follows. KoppelHet spreads the calls during the initial load.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in 360Learning | Notes |
|---|---|---|
Employee_ID | Koppeltabel met het 360Learning-gebruikers-ID | 360Learning has no field for an employee number |
Werk-e-mail | mail | |
Preferred_Name / Legal_Name | firstName, lastName | |
Business_Title | job | |
Supervisory_Organization | membership (groupId, role learner) en primaryGroupId | |
Manager | Manager van de gebruiker | Through the manager's 360Learning ID |
Preferred language | lang | Two letters, such as nl or de |
Termination_Date | toBeDeactivatedAt | |
Location | Custom field (tekst) |
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