HR to ITSM
AFAS BMC Helix ITSM integration: people in CTM:People and incidents for joiners and leavers
With an integration between AFAS Profit and BMC Helix ITSM, every employee from AFAS is a person in the BMC Helix People form, with company, organisation, department and site, and KoppelHet creates an incident for the support group that arranges workplace and accounts for every hire or end date. The structure of employers and organisational units goes along first, so every person is linked to an existing department.
What the integration does
Organisations that manage staff in AFAS and use BMC Helix ITSM as their service desk often maintain the People form by hand. New colleagues then call on their first day to a service desk that does not know them yet, and leavers stay active as customers.
- KoppelHet reads employers, organisational units and employees from AFAS through dedicated GetConnectors.
- Missing companies, organisations and departments are created in BMC Helix first.
- KoppelHet then creates or updates the person in CTM:People, looked up on Corporate ID.
- Within the agreed lead time before the start date, KoppelHet creates an onboarding incident for the support group.
- An end date results in an offboarding incident; after that date the person's profile is set to a non-active status.
What to watch for with AFAS Profit and BMC Helix ITSM
- BMC Helix only links a person to a company, organisation and department that already exist. KoppelHet therefore sets up the AFAS employers and organisational units first and only then the employees.
- AFAS has a tree of organisational units with any number of levels, BMC Helix only two below the company: organisation and department. We agree which AFAS level becomes the organisation; the employee's own unit becomes the department.
- For a new person BMC Helix asks for a site for office-based staff, or a home address for home-based staff. KoppelHet fills the site from the branch in AFAS, so the private address from AFAS does not end up in the service desk.
- Employers in AFAS become companies in BMC Helix. A holding with several employers thus gets a company per operating company, on which support groups and permissions in Helix are already set up per company.
- The onboarding incident runs through the interface form HPD:IncidentInterface_Create. It requires name, status, service type, impact, urgency, reported source and a description; with Corporate_ID Helix finds the new person as the customer of the incident.
- When a new employee is entered in AFAS well before the start date, the incident only follows within the agreed lead time. It is assigned to the support group straight away, because Helix requires an assigned group once the status is assigned or beyond.
- KoppelHet reads AFAS with its own app connector that only holds name, number, work email, job, unit, branch and dates. BSN, salary and private address are not in that connector.
This integration is also part of joiner, mover, leaver.
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
Does the organisation structure in BMC Helix need to be right already?
No. KoppelHet creates missing companies, organisations and departments from AFAS. Existing parts are matched on name at the start.
Can an incident template be used?
Yes. The interface form accepts a TemplateID, so category and support group come from your template.
Are support staff created as well?
No. The integration creates regular people. Support staff need a login, licence and support group in Helix; that stays managed in Helix.
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 dedicated GetConnectors (employees with job lines, organisational units, employers) under its own app connector, filtered on modification date. The classic token expires on 31 August 2027.
- BMC Helix through the platform REST API: POST /api/jwt/login (form-encoded) returns a token valid for one hour, sent in the Authorization: AR-JWT header. People through POST /api/arsys/v1/entry/CTM:People and PUT /api/arsys/v1/entry/CTM:People/{entryId}; sign-out with POST /api/jwt/logout.
- Incidents through POST /api/arsys/v1/entry/HPD:IncidentInterface_Create with First_Name, Last_Name, Corporate_ID, z1D_Action CREATE, Status, Service_Type, Impact, Urgency, Reported_Source, Description and Assigned_Group, and optionally a TemplateID. KoppelHet stores the incident number per employee per event.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in BMC Helix ITSM | Notes |
|---|---|---|
Medewerkernummer | Corporate ID | Key for updating |
Roepnaam | First Name | |
Voorvoegsel + Achternaam | Last Name | |
E-mail werk | Internet E-mail | |
Werkgever | Company | |
Bovenliggende organisatorische eenheid | Organization | |
Organisatorische eenheid | Department | |
Vestiging | Site | Required for office-based staff |
Datum uit dienst | Profile Status | Non-active after the date |
Indiensttreding of vertrek | HPD:IncidentInterface_Create: Description, Assigned_Group en categorie | |
Medewerker | First_Name, Last_Name en Corporate_ID van de klant |
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