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Certificates from the learning platform back to HR, with expiry date
An integration from the learning platform back to HR puts completed training and certificates with the employee in the HR system, with the expiry date where possible. In AFAS that is a course with validity, in Workday a certification, in Visma Raet YouForce and Personio a document in the file and in HiBob a row in the Training table.
What it is
Completed certificates often only exist in the learning platform. At an audit HR exports an overview and looks up the employees in the HR system. Who has to repeat a VCA or NEN training sits in an Excel list next to HR.
With certificates in the HR file, HR sees in one place who is missing mandatory training or must repeat it soon.
How the integration handles it
- AFAS records training as a course for the employee. With Certificate achieved, Valid from and Valid to can be filled, so a list of expiring certificates can be made in AFAS itself.
- Workday stores training and certifications separately. A course with a validity period becomes a certification with issue and expiry date; the rest becomes training.
- Visma Raet has a Learning API that puts a certificate or diploma as a document in the personnel file. Name and date of the training are in the file name and description.
- In HiBob a certificate becomes a row in the Training table, with the PDF attached. KoppelHet first adds a new training name to the fixed list in Bob.
- Only a completed course or passed test becomes a record in HR. Single lessons and started training stay in the learning platform, so the file does not fill up.
- Each result gets a fixed key, so a repeated notification from the learning platform never creates a duplicate record in HR.
Edge cases we handle
- GoodHabitz provides no expiry date. For mandatory training KoppelHet fills the validity with a term HR chooses per training, for example a year.
- A training in the learning platform has its own ID, a course in AFAS its own code. HR maps each training to an AFAS course; new training goes on a list to be mapped.
- Bob Learning no longer accepts results after departure. On a departure KoppelHet first sends the last completed courses and only then deactivates the Docebo user.
- aNewSpring provides no PDF through the API. For YouForce KoppelHet creates proof with name, course, date and grade.
- With Nmbrs, Personio-360Learning and SAP SuccessFactors certificates do not go back in the first version. That can be added later as an extension.
What KoppelHet does
KoppelHet chooses per HR system where a certificate belongs and where HR can report on it, and agrees with HR which training comes back. For an upload processed in the background, as in YouForce, KoppelHet checks the status, so no certificate goes missing unnoticed.
Common integrations
AFAS Profit → StudyTube
AFAS to StudyTube integration: employees and jobs to the academy, certificates with validity back
AFAS Profit → GoodHabitz
AFAS to GoodHabitz integration: access follows AFAS Profit, completed training back in AFAS as a course
36Workday → 360Learning
Workday to 360Learning integration: learners and groups from Workday, certificates with expiry date back
Workday → Docebo
Workday to Docebo integration: users and branches from Workday, completed courses back
Visma Raet YouForce → StudyTube
YouForce to StudyTube integration: employees through the Learning API, certificates in the digital file
Visma Raet YouForce → aNewSpring
YouForce to aNewSpring integration: participants from YouForce, certificates back in the personnel file
HiBob → StudyTube
HiBob to StudyTube integration: employees from Bob in the academy, certificates in the Training table
Personio → StudyTube
Personio to StudyTube integration: departments and teams as academy teams, certificates in the Personio profile
Frequently asked questions
Can HR see in the HR system which certificates expire soon?
Yes, if the expiry date comes along. In AFAS it is in Valid to on the course, in Workday on the certification.
Does the original certificate come along?
From StudyTube to HiBob or Personio yes, as a document. aNewSpring provides no PDF via the API; then KoppelHet creates proof with the result's details.
What if a training does not exist in the HR system yet?
Then KoppelHet puts it on a list, so HR can map it before anyone completes it. In HiBob KoppelHet adds the name to the list itself.
More on Training and certificates
Training and certificates: the overview
From HR to the learning platform
Back to HR
- Certificates back to HRCompleted training with expiry date in the HR file.