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AFAS to Simplicate integration: new employees from AFAS ready in Simplicate, timetable and manager included
With an integration between AFAS Profit and Simplicate, a new employee from AFAS appears in Simplicate automatically, with preferred name, manager, team and timetable, as soon as the hiring workflow in AFAS is complete. Changes and departures follow the same route, so time registration in Simplicate always knows the people who are employed in AFAS.
What the integration does
Organisations with HR and payroll in AFAS and projects, hours and invoicing in Simplicate add new colleagues to Simplicate by hand, so they often cannot log hours yet. Former colleagues remain with an open timetable and count as a backlog in the hours report.
- HR records the hire in AFAS and completes the workflow.
- KoppelHet looks up the person in the Simplicate CRM and only creates them if they are not there yet.
- The employee then appears in Simplicate with manager, team, custom fields and a timetable from the start date.
- The Simplicate administrator is prompted and invites the colleague as a user.
- On departure the timetable ends on the end date and KoppelHet asks the administrator to block the user.
What to watch for with AFAS Profit and Simplicate
- AFAS and Simplicate both see an employee as a person with an employment on top. In Simplicate that person lives in the same CRM as customer contacts. If the new colleague was an intern before or a contact at a customer, KoppelHet uses that existing person and does not create a second one.
- An employee with history can no longer be deleted in Simplicate. KoppelHet therefore waits until the hiring workflow in AFAS is complete, so a hire that is still withdrawn leaves no permanent trace in Simplicate.
- In AFAS the manager belongs to the organisational unit, in Simplicate to the employee. When a unit in AFAS gets a new manager, KoppelHet sets the new manager on every employee of that unit, without anyone changing them one by one in Simplicate.
- AFAS keeps units as a tree, Simplicate has a flat list of teams that the API can only assign, not create. A new unit in AFAS without a team in Simplicate is reported to the administrator, rather than leaving the employee without a team.
- Free fields in AFAS, for example whether someone does billable work or which discipline they have, end up in custom fields on the Simplicate employee. A project lead can then filter in Simplicate without opening AFAS.
- Someone with two employments in AFAS, for example at two employers in the same environment, is one employee in Simplicate. Only when the last employment ends does KoppelHet close the timetable.
- AFAS keeps the preferred name next to the official first names. In Simplicate the preferred name goes into the first name, because colleagues look each other up by it in scheduling and hours; the initials are sent separately.
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 the integration also fill the cost rate per employee?
Not by default. That needs salary data from AFAS, which we keep out of the integration. The controller sets the cost rate in Simplicate.
Does the new colleague also become a Simplicate user?
The integration prepares everything. The administrator sends the user invitation, because Simplicate's API does not support it and the licence starts at that moment.
Do we need an integration platform for this?
No. The integration runs on the KoppelHet platform, with logging per employee. AFAS only needs an app connector with read rights.
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, organisational units and schedules, filtered on change date. No citizen service number, salary or home address.
- Simplicate is written through REST API v2 (Authentication-Key and Authentication-Secret headers). First search and if needed create with /api/v2/crm/person (first_name, family_name_prefix, family_name, initials, email, teams), then /api/v2/hrm/employee with person_id, supervisor, status and custom_fields, and /api/v2/hrm/timetable for the timetable.
- In Simplicate API v2 /hrm/team and /hrm/contract are read-only, /hrm/employee has no DELETE and there is no endpoint for users. Custom fields are filled by name, as listed in /hrm/employeecustomfields.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Simplicate | Notes |
|---|---|---|
Medewerkernummer | Eigen veld bij de medewerker (custom_fields) | Fixed key between both systems |
Roepnaam | first_name (persoon) | |
Voorletters | initials (persoon) | |
Voorvoegsel, achternaam | family_name_prefix, family_name (persoon) | |
E-mail werk | email (persoon) en werkadres | |
Leidinggevende van de organisatorische eenheid | supervisor (medewerker) | |
Organisatorische eenheid | teams (persoon) | Through a lookup to existing Simplicate teams |
Rooster (uren per dag) | even_week (rooster) | |
Datum in dienst / uit dienst | start_date / end_date (rooster) | |
Vrije velden | custom_fields (medewerker) |
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