Training and certificates
Workday to Docebo integration: users and branches from Workday, completed courses back
With an integration between Workday and Docebo, every worker from Workday appears automatically as a Docebo user, in the branch that matches their organisation and with their manager, and is deactivated after leaving. Completed mandatory courses go back to Workday as a training or certification on the worker; Docebo offers its own Workday connector for the import, and KoppelHet comes in for departures, the branch structure and the write-back.
What the integration does
Anyone running HR in Workday and training in Docebo can import new workers every hour with Docebo's Workday connector, but people who left stay active and keep a licence occupied. At an audit HR searches Docebo reports for who completed mandatory training, because it is not in Workday.
- HR completes a hire in Workday, with organisation, job and manager.
- KoppelHet first sets up the branches in Docebo in the order of the Workday organisation, top-down.
- The worker becomes a user in their branch, with manager and additional fields, so automatic enrolments in Docebo assign the right courses.
- When the worker completes a mandatory course, it appears as a training or certification on the worker in Workday.
- After the last working day KoppelHet deactivates the user; the learning history stays in Docebo.
Back: Completed courses with date
What to watch for with Workday and Docebo
- A Docebo user can only belong to one branch, while Workday places a worker in a supervisory organization, a company and a location at the same time. Per customer we choose which of the three becomes the branch; the other two go along as additional fields, so Docebo can still select on them.
- Docebo warns that calls that create or move branches must never run at the same time. After a reorganisation in Workday KoppelHet therefore processes branches one by one, top-down, and only then moves the workers.
- Docebo's Workday connector reads a Workday report, every hour by default, and imports workers in bulk. What happens on departure is not described by Docebo. KoppelHet deactivates the user on the Termination_Date, so no licence keeps running.
- Docebo allows mandatory additional fields to be left empty when created through the API. If, for example, the country is missing in Workday, the user exists in Docebo without that field and misses the enrolment rule. KoppelHet checks those fields itself and reports an empty value.
- Docebo reports a completed course with user, course and date. Workday has separate storage for trainings and for certifications on a worker. KoppelHet records a course with a validity period as a certification and the rest as a training, so HR can report on expiring certificates in Workday.
- A hire is often completed in Workday weeks before the start. KoppelHet then creates the Docebo user already but inactive, and activates them on the start date, or earlier if you want to offer a pre-boarding course.
- Docebo recommends keeping bulk imports small and never running two at the same time. For the first round of a large Workday population KoppelHet splits the workers into blocks that go one after another.
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 courses be assigned automatically?
Yes. Docebo assigns courses based on branch and additional fields. You set up those rules in Docebo; the integration makes sure the fields are right.
Do you use single sign-on?
You set up single sign-on in Docebo with your identity provider. The integration creates the user; sign-in is separate from it.
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 and supervisory organisations). Completed courses go to Workday through Manage_Training or Manage_Certifications in the Talent web service.
- Docebo through the REST API with OAuth 2.0 - /manage/v1/user and /manage/v1/user/batch (Docebo advises at most 100 users per batch, no concurrent batches), /manage/v1/orgchart for branches (always sequential), branch codes with use_secondary_identifier. Completed courses through the course.enrollment.completed webhook (user_id, course_id, completion_date). On a 429 KoppelHet waits and retries.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Docebo | Notes |
|---|---|---|
Employee_ID | username | Fixed key, also when the email changes |
Legal_Name / Preferred_Name | firstname, lastname | |
Werk-e-mail | email | |
Supervisory_Organization | Branch (code) | With the parent organisation as parent branch |
Manager | manager | Through the manager's Docebo user |
Business_Title, Country, Cost_Center | Additional fields | |
Termination_Date | Gebruiker inactief | |
course.enrollment.completed (course_id, completion_date) | Training of certificering bij de worker | Only courses designated as mandatory |
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