Training and certificates
YouForce to aNewSpring integration: participants from YouForce, certificates back in the personnel file
With an integration between Visma Raet YouForce and aNewSpring, every employee from YouForce becomes a participant in aNewSpring automatically, in the groups of their org units, with the person responsible for that unit as supervisor. A certificate earned in aNewSpring arrives in the personnel file in YouForce as a document of the certificate type.
What the integration does
Organisations that offer mandatory training in aNewSpring and use YouForce for HR and payroll find that employees with a second appointment or temporary assignment with another team miss that team's training. Earned certificates arrive as PDFs by email and are put in the file by HR by hand.
- Payroll processes the employment in YouForce.
- KoppelHet creates the participant with the employee number as external ID and puts them in the group of every unit where they have an employment or a temporary assignment.
- The person responsible for the unit joins the supervisor group and follows the team's progress.
- When the employee earns a certificate, KoppelHet places a record of it as a certificate in the personnel file in YouForce.
- After the last employment the participant is archived.
Back: Earned certificate with course, date and grade, as a document in the personnel file
What to watch for with Visma Raet YouForce and aNewSpring
- Visma has a separate YouForce API for learning platforms. It provides employees and organisation, and can place a certificate or diploma as a document in the personnel file. That way a certificate from aNewSpring ends up in the same place as the rest of the file, without an email to HR.
- aNewSpring reports an earned certificate with its date, but provides no PDF through the API. KoppelHet therefore creates a record with name, course, date and grade and places it in the file. If HR wants the original certificate, the participant shows it in aNewSpring.
- Placing a document in YouForce is processed in the background. KoppelHet checks the status of every upload and retries if it fails, so no certificate goes missing unnoticed.
- In YouForce an employee can have several employments, and on top of that be assigned temporarily to another unit. KoppelHet puts them in the participant group of every unit for as long as that lasts, so they also get the training of their temporary team, and removes them afterwards.
- In aNewSpring supervisors can only be linked to a course run through a supervisor group. YouForce records per unit who is responsible for what. KoppelHet fills the supervisor group with that person, also when the manager changes.
- A leaver only stays visible in the YouForce API for a configured period. KoppelHet archives the participant within that period. An archived participant costs no new licence and keeps their results.
- The same YouForce API can start a workflow for a study agreement, for example for a paid course. That is outside this integration and can be added later as an extension.
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
Does aNewSpring see the citizen service number or home address?
No. The contact details scope does give them to KoppelHet, but only the work email goes to aNewSpring; the rest is not stored.
Can results without a certificate go back to YouForce too?
The Learning API places documents in the file, such as certificates and diplomas. A grade for a single activity has no place of its own there; it stays in aNewSpring.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Learning API (persons, employments, assignments, jobProfiles, organizationUnits, roleAssignments) with OAuth 2.0 client credentials through Visma Connect, scopes Youforce-Learning:Get_Basic and for the work email Youforce-Learning:GetPrivateContactDetails, on latestSync. Certificates go through POST /v1.1/employees/{PersonId}/documents/certificate with the Youforce-Learning:Upload_documents scope; the upload status is queried with the ticket ID.
- aNewSpring is written through the aNewSpring API with an API key, restricted to IP address and the calls needed. Users with addOrUpdateUser (login, firstName, middleName, lastName, function, archived); groups with addGroup (type Student or Teacher, with parent), addGroupUsers and deleteGroupUsers. Certificates arrive through the CoursePartCompleted webhook for an activity of type Certificate (signed with X-WebHook-Signature).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in aNewSpring | Notes |
|---|---|---|
personCode | Extern ID (userID) | One participant per person, not per employment |
Voornaam | firstName | |
Voorvoegsel | middleName | The name prefix in aNewSpring |
Achternaam | lastName | |
Zakelijk e-mailadres | login | Requires the contact details scope |
jobProfile | function | |
organizationUnit (dienstverband en inzet) | Deelnemersgroepen | With the parent unit as parent |
roleAssignments | Begeleidersgroep | The role responsible for the unit |
Einde laatste dienstverband | archived | |
Certificaat-activiteit afgerond (terug) | Document van het type certificaat | With course name, date and grade |
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