Accounts in applications
AFAS to Somtoday integration: staff from AFAS Profit in Somtoday through the HRM web service
With an integration between AFAS Profit and Somtoday, every new employee from AFAS automatically appears as staff in Somtoday, with abbreviation, job, locations and start date. An end of employment in AFAS becomes a leaving date and reason in Somtoday, so the staff member does not stay active there.
What the integration does
Schools and boards that administer staff in AFAS Profit and use Somtoday as student administration enter every new teacher twice. Somtoday itself names AFAS Profit as an example HRM system for its HRM web service, but without an integration staff who left often remain active in Somtoday.
- The school creates a role with the HRM Service right and an account for KoppelHet in Somtoday, and prepares jobs and leaving reasons.
- HR records the hire in AFAS, with job and organisational unit.
- KoppelHet reads the changed employee from AFAS and translates job, unit and end-of-employment reason to Somtoday's codes.
- KoppelHet sends the staff member's complete data to Somtoday.
- On an end of employment the staff member gets a leaving date and reason in Somtoday.
What to watch for with AFAS Profit and Somtoday
- Somtoday itself names AFAS Profit as an example of an HRM system that supplies staff through the HRM web service. The web service assumes the HRM system leads; with AFAS as the source that division of roles fits exactly.
- For a new staff member the staff number in Somtoday stays empty, because Somtoday assigns it. The AFAS employee number goes along as external staff number, and that is how Somtoday finds the staff member again on every later change.
- AFAS records a reason with an end of employment, and Somtoday only accepts a leaving date together with a reason from its own table. KoppelHet translates the AFAS reason to a Somtoday reason; a reason without a translation holds the change and is reported to HR.
- A teacher who teaches at two locations is listed at several locations in Somtoday, the first being the main location. In AFAS an employment belongs to one organisational unit; extra locations come from a free field or a second employment, and the unit of the main employment goes first.
- Somtoday clears a field if it is missing in an update, including a date of birth or leaving date. KoppelHet therefore reads the whole employee from AFAS again on every change and sends everything, not just the changed field.
- AFAS often knows an end date weeks in advance. KoppelHet sends that date straight away as leaving date, so the staff member leaves in Somtoday exactly on the last working day, even when HR records the end date long in advance.
- An address is not required in Somtoday, but a Dutch address does need postcode and house number. KoppelHet reads no private addresses from AFAS and leaves the address empty, so the integration shares no more personal data than Somtoday needs.
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
Where does the abbreviation come from?
From a free field in AFAS that HR fills according to the school's rule. KoppelHet checks that it is filled before the employee goes to Somtoday.
Do free fields go to Somtoday too?
No. The HRM web service only accepts Somtoday's fixed fields.
Does the integration also create the school account in Entra ID?
Not in the first version. That can be added later as an extension, using the same data from AFAS.
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 with a dedicated app connector and a GetConnector on employees and employments (employee number, name, gender, job, organisational unit, start date, end date and end reason), filtered on modification date. No BSN, salary or address.
- Somtoday is written through the HRM web service (SOAP, CreatePerson only) with WS-Security and an account in a role with the HRM Service right. WSDL https://oop.somtoday.nl/services/HRMService?wsdl, test oop.test.somtoday.nl. Fields include afkorting, achternaam, geslacht, functie, vestigingen, externMedewerkerNummer, datumInDienst, datumUitDienst and redenUitDienst; password only for a new staff member. Reading is only possible through Somtoday Connect.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Somtoday | Notes |
|---|---|---|
Medewerkernummer | externMedewerkerNummer | Key for updates; Somtoday creates its own staff number |
Afkorting volgens schoolregel (vrij veld in AFAS) | afkorting | Required and unique |
Roepnaam en achternaam | voornaam en achternaam | Surname is required |
Geslacht | geslacht (MAN, VROUW, ONBEKEND) | |
Functie in het dienstverband | functie | Lookup table; must exist in Somtoday |
Organisatorische eenheid of standplaats | vestigingen (afkorting en vestigingscode) | |
Datum in dienst | datumInDienst | |
Einddatum en reden einde dienstverband | datumUitDienst en redenUitDienst |
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