When you have many employees, maintaining their data within Studytube can be time-consuming. After all, the more employees there are, the more changes typically occur. For instance, consider employees who switch teams, change roles, or new employees who join or leave.
To avoid this type of administrative work, you can establish a link between Studytube and your HR system. Changes in the HR system are then automatically implemented in Studytube. Such an HR connection can be set up in various ways. In this article, we explain one of these methods, namely the CSV connection, also known as the S3 or SFTP connection.
This article covers the following topics:
- What is the purpose of a CSV connection with Studytube?
- How does the CSV connection work?
- Is it possible to also read in admins and authors via the CSV connection?
- What if I want to make adjustments to my CSV connection?
- Sounds good! How can I set up such a CSV connection?
- The goal of the CSV connection is to reduce administrative work by automatically reading employee data from your HR system into Studytube via CSV files. The result is that employee profiles, teams, and management structures are automatically updated without manual data entry.
How does the CSV connection work?
The CSV connection uses a CSV template, which you fill out with essential employee information such as first name, last name, and email address. You then place these on our server periodically; usually, this is an automated process that your ICT department sets up.
The CSV connection typically consists of two files:
- Employees
This file is used to create user profiles. In this file, you provide data such as: UID (unique key of the employee), first name, last name, email address, job title, and the team(s) the employee belongs to. - Managers
This file is used to grant certain employees the rights of a team manager. In this file, you provide: UID (unique key of the employee who is to become a manager) and the teams for which the person is the team manager.
Note: It is important that every person who is supplied in the manager file is also present in the employee file.
The connection runs daily, and the system then reads the CSV files on our server. It is up to you to decide how often you want to place new CSV files on our server, which can be daily or weekly, for example.
Is it possible to also read in admins and authors via the CSV connection?
The manager file may only contain one type of manager, usually the team manager. Managers with other types of rights (e.g., admins, authors) must manually be assigned these rights from the LMS.
What if I want to make adjustments to my CSV connection?
You may want to make adjustments to your CSV connection, for example, in the following cases:
- You want to record additional employee data (such as address information).
- You have decided to grant a group of employees who previously did not have access to the academy, such access (e.g., external employees)
It may be that the setup in Studytube needs to be changed to process your adjustments properly, or the change is so significant that we recommend testing it first in a test environment. In such cases, always contact service@studytube.nl and explain in your email which changes you want to make. We will then be happy to put you in touch with an Implementation Consultant to further support you.
Sounds good! How can I set up such a CSV connection?
Have you become completely enthusiastic and would like to explore the possibilities of setting up a CSV connection between your HR system and Studytube? Then quickly get in touch with your Customer Success Manager.