HR to ITSM
AFAS EasyVista integration: employees in AM_EMPLOYEE and onboarding tickets from the catalog
With an integration between AFAS Profit and EasyVista Service Manager, every employee from AFAS is an employee in EasyVista, with employee number, department, location and start date, and KoppelHet creates a ticket from the catalog entry you use for it for every hire or departure. The ticket is in the employee's name, so IT prepares or retrieves workplace and access.
What the integration does
Organisations that use AFAS and handle their IT and facility requests in EasyVista often maintain the employee list in EasyVista with a periodic export. Between two exports a new colleague does not exist as a requester, and departments lag behind AFAS.
- KoppelHet reads employees and organisational units from AFAS on modification date.
- New units become departments in EasyVista, with their path in the tree.
- KoppelHet looks up the employee on identification and creates or updates it.
- Within the agreed lead time before the start date, KoppelHet creates a ticket from the onboarding entry, with the new employee as recipient.
- An end date is set on the employee and results in an offboarding ticket.
What to watch for with AFAS Profit and EasyVista
- EasyVista stores departments as a tree with a path, such as Organisation/Division/Team. KoppelHet builds that path from the parent units in AFAS, so the structure in EasyVista follows that of AFAS.
- Creating departments and locations through the REST API is only possible from EasyVista 2025.2. On an older version, IT maintains new departments itself and KoppelHet reports when an AFAS unit has no department yet.
- When creating an employee, EasyVista does not accept a department code or department path. KoppelHet therefore looks up the department's ID first and sets that on the employee.
- The AFAS employee number becomes the identification field in EasyVista. KoppelHet searches on it with search=identification, so a new surname after a marriage updates the same employee.
- EasyVista only creates a ticket if the requestor and recipient already exist within the API user's domains; otherwise a 406 follows. KoppelHet therefore always creates the employee first and only then the onboarding ticket.
- Free fields in AFAS, such as whether someone gets a laptop or phone, can go to custom fields with the e_ prefix on the ticket. The handler then sees directly what needs to be prepared.
- Every call to the EasyVista API uses a Service Manager user licence. KoppelHet therefore works with one fixed API user and an access token, and only requests the employees that changed in AFAS.
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
Which catalog entry does the ticket use?
Yours. KoppelHet uses the catalog_guid of the onboarding or offboarding entry, so workflow and tasks come from EasyVista.
What if our EasyVista version is older than 2025.2?
Then the integration works with the departments that already exist. A new unit in AFAS triggers a notification to IT to create the department.
Does private data from AFAS go to EasyVista?
No. The connector holds no BSN, salary or private address.
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, branches) under its own app connector, filtered on modification date. The classic token expires on 31 August 2027.
- EasyVista through https://{server}/api/v1/{account}/ with an access token as bearer token (Administration > Access Management > Access Tokens). Employees with GET /employees?search=identification:..., POST /employees (in an employees array) and PUT /employees/{employee_id}; fields per AM_EMPLOYEE, custom fields with e_. Departments with POST /departments (department_path required, from 2025.2). Default time-out 60 seconds.
- Tickets through POST /requests with catalog_guid (or catalog_code), title, description, recipient_identification, requestor_mail, submit_date and external_reference. The response holds an HREF with the ticket number; KoppelHet stores it per employee per event.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in EasyVista | Notes |
|---|---|---|
Medewerkernummer | identification | Key for searching and updating |
Achternaam, roepnaam | last_name | In the format EasyVista uses |
E-mail werk | e_mail | |
Organisatorische eenheid | department_id | Department created first with department_path |
Vestiging | location_id | |
Datum in dienst | begin_of_contract | |
Datum uit dienst | Vertrekdatum op de employee | Field per configuration |
Indiensttreding of vertrek | catalog_guid van de onboarding- of offboardingrubriek | |
Medewerker | recipient_identification | |
Leidinggevende | requestor_mail | Manager as requestor |
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