Training and certificates
Workday to StudyTube integration: users and teams automatically, certificates back
With an integration between Workday and StudyTube, every worker from Workday appears in the StudyTube academy automatically, in the right team and with their manager as team manager. Earned certificates go back to Workday on the worker, so HR sees them alongside the rest of the file and no CSV files are needed any more.
What the integration does
Organisations that run HR in Workday and use StudyTube as their academy load new starters into StudyTube with a CSV. Teams no longer match after a reorganisation, and StudyTube certificates are copied into Workday by hand or not at all.
- HR records a new worker or a change in the organisation in Workday.
- The teams in StudyTube follow the organisation in Workday, top-down, so the hierarchy is right.
- The new worker gets a StudyTube account with a licence, joins their team and receives an invitation or signs in with single sign-on.
- The manager becomes team manager and sees their employees' progress.
- Earned certificates then appear on the worker in Workday. After departure the account is removed after an agreed period.
Back: Earned certificates with name and date
What to watch for with Workday and StudyTube
- Someone who returns to the organisation after a while gets their old StudyTube account back, including earlier training, because the Workday employee number is the fixed key.
- StudyTube has three ways for the first sign-in, an invitation email, a fixed one-time password or a generated password. The integration picks one per worker; with single sign-on no invitation is sent.
- A parent team must already exist in StudyTube before a child team can be created. KoppelHet therefore processes the Workday organisations top-down, in large batches at a time.
- After a reorganisation in Workday workers move to their new team. A team that only gets a new name stays the same team and does not become a duplicate.
- StudyTube certificates land in Workday as a certification on the worker, not as a loose document. HR can therefore report on them in Workday, for example for mandatory training.
- When a user is removed StudyTube keeps a backup by default. KoppelHet only removes after the period you choose and does not skip that backup, so a mistake can be undone.
- An international Workday environment contains workers in several countries. StudyTube receives the language per worker based on the country in Workday, so the academy opens in the right language.
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 we not simply keep using the StudyTube CSV import?
You can, but someone has to produce the file from Workday and no certificates come back. With the integration changes go through directly and you see errors per worker in the platform.
Can mandatory training be assigned automatically?
Yes. Because job and team come from Workday, StudyTube can assign training based on them. You set up those rules in StudyTube.
Is personal data sent that StudyTube does not need?
No. StudyTube can also store address and date of birth, but the integration leaves them empty. Only the data the academy needs leaves Workday.
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). Certificates go to Workday through the separate operation for worker certifications in the Talent web service.
- StudyTube is written through the StudyTube Academy API (v2). A user is created, updated or reactivated based on the uid (Workday Employee_ID). Teams go in bulk with a maximum per call, with external_id and parent. The language field exists when creating users.
- StudyTube issues a client ID and secret per academy through the Customer Success Manager. A token is read-only by default; the integration explicitly requests write access.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in StudyTube | Notes |
|---|---|---|
Employee_ID | uid | Fixed key; on rehire the old account is reactivated |
Legal_Name / Preferred_Name | first_name, last_name | |
Werk-e-mail | email | |
Business_Title | company_role | |
Employee_ID | employee_number | |
Cost_Center | cost_centre | |
Hire_Date | contract_start_date | |
Termination_Date | contract_end_date | |
Supervisory_Organization | Team (external_id en name) | With the parent organisation as parent |
Manager | Teammanager | Through the manager's uid |
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