How we work
From first conversation to a reliable HR integration
We start with your process, not the technology. Together we define what the integration should do, test its behaviour and arrange ongoing support after go-live.
Tailored to your organisation, built on proven components
A KoppelHet integration is not an app you switch on. What it does is recorded per organisation in the design: which employees are included, which fields are transferred and what happens with exceptions. We then build it on our platform with building blocks we reuse on every project, such as the connection to systems we have connected before, and the platform's logging and support.
For lead time and price this means: the design is always made for you, and building goes faster the more building blocks are already in place. That is why we give an indication per type of integration, and the quote follows from the approved design.
The project in ten steps
A KoppelHet consultant guides the project from start to finish. The consultant prepares the intake questions and the design, and is your single point of contact.
- Step 1
Intake
A consultant prepares the questions for your combination of systems, using what we know about both APIs and from earlier projects. You answer them in a call or online. If it does not fit what we do, we tell you.
- Step 2
Detailed design
The consultant records field by field what the integration does. Which changes trigger it, how values are translated, which exceptions exist and what happens on an error. The technical and security arrangements and the test scenarios are in it too.
- Step 3
Checked against both APIs
A consultant holds the design against the APIs of both systems and your process. That way gaps surface well before there is any code.
- Step 4
Rounds until it is right
Each version of the design comes with questions: open points and assumptions to confirm. We work your answers and comments into the next version. It usually takes two to three rounds. When it is right, you approve it. That document is the basis for building and testing, and it stays yours.
- Step 5
Quote
The quote follows from the approved design. It is valid for 30 days.
- Step 6
Access
We specify exactly which rights are needed per system. You issue a system account or API key and arrange the API module with the vendor if needed.
- Step 7
Build and test
We build the integration on the KoppelHet platform and test it against the design, with ordinary cases and the exceptions. If we have connected these systems before, we reuse those building blocks to build your design.
- Step 8
Your acceptance test
You test with your own cases, preferably in the test or acceptance environment, and tell us what needs to change. Testing runs in rounds too: we adjust, you test again. For payroll a pay run can run in parallel to compare the results.
- Step 9
Go-live
The integration goes live at a moment you choose. We watch the first runs extra closely and set up who receives notifications.
- Step 10
Monitoring and support
We monitor the integration, fix incidents and keep up with vendor API changes. When your process changes, we adapt the integration through a change request.
Who does what
| Step | KoppelHet | You |
|---|---|---|
| Intake | A consultant prepares the questions and judges the fit | Explains which systems and process are involved, and what goes wrong today |
| Design and quote | Writes the design field by field, with exceptions and error handling, and then prepares the quote | Answers process questions and approves the design |
| Access | Specifies exactly which rights are needed per system | Issues a system account or API key, and arranges the API module with the vendor if needed |
| Build and test | Builds on the platform and tests against the design | Tests with own cases and gives feedback |
| Go-live | Puts the integration live and follows the first runs | Chooses the moment and who receives notifications |
| Support | Monitors, fixes incidents, follows API changes | Resolves data notifications in the source system and reports process changes |
Questions about the project
How long does a project take?
It depends on the type of integration and on the number of rounds before the design is right; usually two to three. If we have connected these systems before, building is quicker because we reuse building blocks; the design is always made for you. Payroll and integrations across several entities take longer, because there is more to translate and test. The indication per type is on the pricing page. The biggest delay is usually waiting for access or for an API module from the vendor. So arrange those early.
What do we need to arrange ourselves?
A contact person who knows the process and can make decisions on the mapping. Access to the systems being connected, through a system account or API key. Sometimes an API module or integration rights from your vendor; we tell you exactly what to request. And time to read the design and test the integration.
Who needs access to which systems?
The integration gets its own account or key per system with only the rights it needs. You issue it and can revoke it. There is no VPN or network link into your internal network. For systems that only live in your own network, such as Active Directory, you install an agent that only makes outbound connections. Our specialists only get access to your environment when the work needs it, always with MFA.
Do we need a test environment?
Preferably, yes. If a system has a test environment, we build and test there first. If it does not, we agree how to test safely in production, for example with a small group of test employees. On our side every change runs on a separate test environment of the platform first.
What happens when a vendor changes its API?
We handle it. Keeping up with API changes is part of support. We adapt the integration when a vendor changes its API, without you having to ask.
And if our own process changes?
A new field, a different rule or an extra integration is a change. We estimate it up front, update the design and test the change before it goes live. You always see which requests are open.
Who helps us when something is wrong?
The people who built the integration, through [email protected]. In the platform you can already see what happened, so a question is often answered quickly. Availability and response times are set out in the agreement.
Who owns the data and the design?
You. KoppelHet is the processor; you remain responsible for the data. The data stays in your own systems. The design with all mappings is your document, so another party could rebuild the integration if needed.
How do we end the relationship?
According to the notice period in the agreement. After that we hand over the configuration and audit logs in a readable format, your environment stays available for an agreed period for the handover, and we delete your data with a written statement.
What if KoppelHet stops?
Your data is in your own systems, so you are never left without it. With the design and the configuration export, another party can rebuild the integration. We do not have a software escrow arrangement as standard. If you want one, it can be set up through a specialist party, at your cost.
Do you work with our implementation partner?
Yes. We also work as a subcontractor of an implementation partner or payroll provider. The steps stay the same; we agree up front who does which part and who your point of contact is. How we fit into the plan, the initial load and the acceptance test of an implementation is on the page about implementation and architecture.
Who prepares the intake questions and the design?
A KoppelHet consultant. The consultant prepares the questions for your combination of systems and writes the design.
Our organisation has its own security requirements. How does that work?
Send your questionnaire or security annex and we fill it in. Technical arrangements such as connections, authentication and access go into the design, so your security officer can approve them before go-live. Most answers are already in the Trust Center.
Implementation and architectureThe platformTrust CenterPricing and lead time