Training and certificates
AFAS to aNewSpring integration: participants from AFAS Profit in the right group, results back
With an integration between AFAS Profit and aNewSpring, every employee from AFAS becomes a participant in aNewSpring automatically, in the participant group of their organisational unit, and managers become supervisors of their team. Completed courses go back to AFAS with date, grade and pass or fail; aNewSpring has its own AFAS integration for this, and KoppelHet comes in where that does not fit.
What the integration does
Organisations that build their own e-learning and blended programmes in aNewSpring and record staff in AFAS Profit load new employees with a CSV file. Managers cannot see their team's progress, and people who have left keep costing licences.
- HR records the new employee in AFAS, with function and organisational unit.
- KoppelHet creates the participant in aNewSpring, with the employee number as external ID, and puts them in the group of their unit.
- Through that group they are enrolled in the course runs the administrator has linked to the group.
- The manager is in the team's supervisor group and sees the progress.
- When the employee completes a course, the result is in AFAS. After the departure the participant is archived.
Back: Completed course with date, grade and pass or fail
What to watch for with AFAS Profit and aNewSpring
- aNewSpring debits a licence as soon as a participant is enrolled, and renews it after a year if an enrolment is still open. An archived participant is not renewed. KoppelHet archives leavers after the end date, so they do not cost a second licence and their results are kept.
- Deleting cannot be undone in aNewSpring, while an archived participant can be restored. If a former employee returns in AFAS, KoppelHet restores their account from the archive, with their earlier results.
- In aNewSpring a manager can only be linked to a course run through a supervisor group. KoppelHet creates a supervisor group per team with the manager from AFAS, so they see exactly the progress of their own employees.
- Groups in aNewSpring form a tree, and a parent group linked to a course run gives all subgroups access. KoppelHet mirrors the tree of organisational units in AFAS; the administrator links a course run deliberately at the level it is meant for.
- Employees who are already in aNewSpring through a CSV have no external ID yet. KoppelHet links them once by email address to their employee number, so no duplicate accounts appear and earlier progress stays.
- aNewSpring reports a completed course immediately with grade and pass or fail, and retries a failed message for up to sixteen hours. So a result still reaches AFAS if AFAS is briefly unavailable.
- aNewSpring has its own AFAS integration that fetches employees daily and writes results back, with up to five custom fields. If that is enough, that integration is a good choice; KoppelHet comes in when the same AFAS change must reach other systems too or more is needed.
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 not just aNewSpring's AFAS integration?
For many organisations it is enough. KoppelHet makes sense if you have more AFAS integrations you want to manage in one place, or if the group structure needs more than five custom fields.
Are employees enrolled in mandatory courses automatically?
Yes, through the participant group. The administrator links a course run to the group in aNewSpring; every new employee in that group is then enrolled.
Can employees sign in with their Microsoft account?
aNewSpring supports single sign-on. You set that up in aNewSpring; the integration makes sure the account with the right email address is ready.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS Profit is read through a dedicated GetConnector on change date; results go back through an UpdateConnector, with an app connector holding only the connectors needed.
- aNewSpring is written through the aNewSpring API with an API key, optionally restricted to IP address and to the calls needed. Users with addOrUpdateUser/{userID} (including login, firstName, middleName, lastName, function, custom1 to custom5 and archived) and initializeId for existing accounts; groups with addGroup (type Student or Teacher, with parent), addGroupUsers and deleteGroupUsers. Results arrive through the CourseCompleted and CoursePartCompleted webhooks (JSON, signed with X-WebHook-Signature, HMAC-SHA1).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in aNewSpring | Notes |
|---|---|---|
Medewerkernummer | Extern ID (userID) | Fixed key; existing accounts get the ID through their email address |
Roepnaam of voornaam | Voornaam | |
Voorvoegsel | middleName | aNewSpring uses this field for the name prefix |
Achternaam | Achternaam | |
E-mail werk | login | |
Organisatorische eenheid | Deelnemersgroep (groupID) | With the parent unit as parent |
Leidinggevende van de eenheid | Begeleidersgroep | |
Functie | function | Plus an extra group if the job decides enrolments |
Datum uit dienst | archived | |
Cursusresultaat (terug) | Opleiding bij de medewerker in AFAS | Date, grade and pass or fail |
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