Training and certificates
AFAS to AG5 integration: employees, employments and absence from AFAS Profit in the skills matrix
With an integration between AFAS Profit and AG5, new employees, their employments and departures from AFAS appear in AG5 automatically, so the skills matrix only shows people who actually work there. Leave and sickness from AFAS appear in AG5 as unavailability, without a reason, so a planner does not deploy someone who is away.
What the integration does
Organisations that record HR in AFAS Profit and track certificates such as VCA and NEN 3140 in AG5 add new employees to the skills matrix by hand, often only after their first week. Leavers stay in the matrix, and planning does not see who is sick or on leave.
- HR records the hire in AFAS and completes the workflow.
- KoppelHet adds the employee with their employment to AG5, with the start date as beginning.
- Leave and a sickness report in AFAS become a period of unavailability in AG5.
- On a recovery report that period gets an end date.
- On termination KoppelHet closes the employment in AG5 on the end date.
What to watch for with AFAS Profit and AG5
- AFAS often records a hire weeks ahead. KoppelHet adds the new employee to AG5 straight away with an employment that only starts on the start date, so a training coordinator can, for example, schedule their VCA before they start, while planning does not count on them yet.
- A sickness report in AFAS usually has no end date yet. KoppelHet creates an unavailability in AG5 that stays open until the recovery report, and then sets the end date.
- AG5 only receives that someone is unavailable, not whether it is sickness or leave. Health data from AFAS therefore does not enter the skills platform.
- An employee can have two consecutive employments in AFAS, for example a temporary and then a permanent contract. KoppelHet keeps that under one employee in AG5, so earned skills and certificates stay in place with the new contract.
- On departure KoppelHet closes the employment in AG5 and does not delete the employee. The certificate history thus stays available for a later audit.
- If a former employee returns, they have the same employee number in AFAS. KoppelHet gives them a new employment in AG5 under the existing employee, so certificates that are still valid count straight away.
- The AG5 API is still in beta in version 4. KoppelHet checks the integration after each AG5 release with a test run, so a changed field does not silently drop AFAS data.
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
Can certificates earned in AG5 go back to AFAS?
That can be added later as an extension, as a course with certificate and validity on the employee in AFAS. We start with employees, employments and absence, because the matrix depends on those most.
Does AG5 see why someone is absent?
No. AG5 only receives the period. Whether it is leave or sickness stays in AFAS.
What happens to employees we already have in AG5?
We link them to their AFAS employee in the first run, by employee number or email address. Anyone who cannot be linked goes on a list, so no duplicate employees are created.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with a dedicated app connector with GetConnectors for employees and employments, leave and sickness, filtered on modification date. No BSN, salary, home address or sickness reason.
- AG5 is written through the AG5 API (version 4, beta), with the endpoints for employees, employment contracts and unavailabilities.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in AG5 | Notes |
|---|---|---|
Medewerker (EmId) | Medewerker in AG5 | Fixed key |
Roepnaam, voorvoegsel en achternaam | Naam | |
E-mail werk | E-mail | |
Functie | Functie | |
Organisatorische eenheid | Afdeling of team | |
Datum in dienst en datum uit dienst (per dienstverband) | Dienstverband met begin- en einddatum | |
Verlof (goedgekeurd) | Onbeschikbaarheid van-tot | |
Verzuimmelding en hersteldmelding | Onbeschikbaarheid, einddatum bij herstel |
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