Training and certificates
YouForce to StudyTube integration: employees through the Learning API, certificates in the digital file
With an integration between Visma Raet YouForce and StudyTube, every employee from YouForce automatically gets a StudyTube account, in the team of their organisation unit and with their manager as team manager. Earned certificates go back as a document to the digital personnel file in YouForce, so HR no longer uploads them by hand.
What the integration does
Anyone running HR and payroll in YouForce and using StudyTube for mandatory training updates accounts with a CSV export. Employees with two employments then appear twice in StudyTube, and HR uploads certificates one by one into the digital file.
- HR processes a new employee or change in YouForce, as today.
- KoppelHet retrieves what YouForce has processed since the previous round, with the organisation units and the role assignments.
- The employee gets one StudyTube account per person, even with several employments, in the team of their unit.
- The manager from the role assignments becomes team manager and sees the team's progress in StudyTube.
- An earned certificate arrives as a file in the digital personnel file in YouForce. After departure the account is removed after the agreed period.
Back: Certificate file on the employee in the digital file
What to watch for with Visma Raet YouForce and StudyTube
- Visma Raet has its own Learning API for learning platforms. It provides exactly the data StudyTube needs, such as persons, employments, units, jobs and cost centres, without the integration getting access to salary data.
- An employee can have several employments at the same time in YouForce. StudyTube has only one account per person. The integration therefore uses the person number as the key and picks the employment with the most hours for team and job.
- YouForce only delivers what payroll processing has already processed. A change HR enters today therefore reaches StudyTube only after that processing, not at the moment of entry.
- Certificates go to the digital personnel file as a file, because the Learning API has no separate certificate field. The training name and date are in the file name and description.
- A temporary assignment to another department is separate from the employment in YouForce. KoppelHet can then also add the employee to that department's team, without removing them from their own team.
- Salary can be split over several cost centres in YouForce, while StudyTube has one cost centre per user. We agree with the training adviser which cost centre carries the budget.
- YouForce can start a workflow for a study agreement through the same API. An approved external course with a price from StudyTube can therefore later prepare the study agreement in YouForce 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
Why the Learning API and not the YouForce IAM API?
Visma Raet designed the Learning API for learning platforms, and it can put certificates back into the file. This way the integration needs no rights that belong to account management.
What do we need to arrange with Visma Raet?
You give the KoppelHet application access to the Learning API of your tenant. If extra fields are needed, Visma Raet configures them for this application.
Can StudyTube assign training based on the job in YouForce?
Yes. Job and team come from YouForce; you set up the rules for mandatory training in StudyTube.
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 client credentials via Visma Connect, authorised per tenant by the customer. Entities include persons, employments, organizationUnits, jobProfiles, roleAssignments, costAllocations and assignments; all read-only.
- Certificates go back through File Upload of the same Learning API, to the employment's file. Study agreements start through Training Agreements; processing is asynchronous and the outcome is in endStatus of the workflow status.
- Customer-specific fields only come through the Extension API, and only after Visma Raet has configured them for this application. StudyTube is written through the Academy API v2 (users on uid, academy-teams/bulk/upsert with at most 500 teams, parents first; academy-teams/bulk/membership with keep_existing_teams).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in StudyTube | Notes |
|---|---|---|
Persoonsnummer | uid | One account per person, even with several employments |
Roepnaam | first_name | |
Voorvoegsel + Achternaam | last_name | |
Zakelijk e-mailadres | email | |
Functie (job profile) | company_role | |
Dienstverbandnummer | employee_number | |
Kostenplaats uit de loonverdeling | cost_centre | With several cost centres the agreed main cost centre |
Organisatie-eenheid | Team (external_id, name, parent) | |
Rolverdeling leidinggevende | Teammanager | |
Einddatum laatste dienstverband | Verwijderen na de laatste werkdag |
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