Training and certificates
YouForce to Docebo integration: one user per person, branch and manager from the Learning API
With an integration between Visma Raet YouForce and Docebo, every employee from YouForce automatically gets one Docebo user, in the branch of their organisation unit and with their manager from the role assignments as manager. Job, cost centre and location go along as additional fields for the enrolment rules, and after the last employment the user is deactivated.
What the integration does
Organisations that process HR and payroll in YouForce and organise learning in Docebo often update Docebo with an export someone periodically converts to Docebo's import format. Managers then see their new team members too late, and employees with two employments appear twice in Docebo.
- HR processes the change in YouForce, as today.
- KoppelHet retrieves what YouForce has processed since the previous round and first aligns the branches with the organisation units, one after another.
- Managers are updated first, then the employees, so every employee can refer to an existing manager.
- Docebo assigns the courses based on branch and additional fields.
- When the last employment ends, KoppelHet deactivates the user; the learning history is kept.
What to watch for with Visma Raet YouForce and Docebo
- A person in YouForce can have several employments, and a Docebo user belongs to one branch. KoppelHet creates one user on the person number and places them in the branch of the main employment, which we define per customer, for example the employment with the most hours.
- A temporary assignment to another department does not fit in a second branch. KoppelHet therefore puts that department in an additional field with the period from YouForce, so an enrolment rule in Docebo temporarily gives the employee that department's courses, and clears the field after the end date.
- YouForce records managers in role assignments per unit, while Docebo expects a manager to be an existing Docebo user. KoppelHet therefore updates the managers first and then their teams; a new manager is thus already in Docebo before employees refer to them.
- Docebo requires branch calls to be made strictly one after another. After a reorganisation YouForce delivers many new units in one round; KoppelHet creates them top-down one by one before the first employee moves.
- Mandatory additional fields are not enforced by the Docebo API. If the job or cost centre is missing in YouForce, the employee gets no enrolment based on that field in Docebo. KoppelHet reports such employees to HR instead of silently passing them on empty.
- According to Visma Raet the Learning API only shows data processed by HR Core, and deleted records remain visible for about a week. KoppelHet runs daily, so a removed employment leads to deactivation in Docebo within that week too.
- For the first load KoppelHet splits all employees from YouForce into batches of at most one hundred users that run one after another, as Docebo advises. A batch with an error does not hold back the next.
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
Do completed courses go back to YouForce?
Not in the first version. The Learning API only accepts certificates as a document in the file; that can be added later as an extension.
What do we need to arrange with Visma Raet?
Access for the KoppelHet application to the Learning API of your tenant, and our fixed IP addresses on the allow list if you use one.
Who decides which unit becomes the branch?
We decide that together at the start. Usually it is the organisation unit of the main employment; the other structures go along as additional fields.
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 Youforce Learning API (api.youforce.com/learning) with OAuth 2.0 via Visma Connect, read-only - persons, employments, organizationUnits, roleAssignments (validOn), jobProfiles, costAllocations, locations and assignments, with from and to on latestSync.
- Docebo is written through the REST API - /manage/v1/orgchart for branches (always sequential), /manage/v1/user and /manage/v1/user/batch (advice at most 100, never concurrent) with branch, manager, active and additional fields. On a 429 KoppelHet waits and retries.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Docebo | Notes |
|---|---|---|
Persoonsnummer (personCode) | username | One user per person |
Roepnaam / Voorvoegsel + Achternaam | firstname, lastname | |
Zakelijk e-mailadres | email | |
Organisatie-eenheid van het hoofddienstverband | Branch (code) | |
Rolverdeling leidinggevende (roleAssignments) | manager | |
Functie, kostenplaats, locatie | Additional fields | |
Tijdelijke inzet (assignments) | Additional field tijdelijke afdeling | Empty after the assignment end date |
Einddatum laatste dienstverband | Gebruiker inactief |
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