HR to ITSM
AlexisHR to TOPdesk integration: offices as branches, teams and departments, and tickets for joining and leaving colleagues
With an integration between AlexisHR and TOPdesk, every employee from AlexisHR is a person in TOPdesk, at the right office and department, and the service desk gets an onboarding ticket before the start date and an offboarding ticket before the end date. KoppelHet converts those dates with the office's time zone, so a ticket for Amsterdam or Stockholm is on the right day.
What the integration does
Organisations with AlexisHR and a Dutch office that handles IT through TOPdesk often have offices in several countries in one HR account. Without an integration the Dutch service desk does not know which new colleagues belong to them, and departure dates drift by a day because HR works in another time zone.
- HR creates the employee in AlexisHR, with office, department, team and manager.
- KoppelHet receives employee.created, fetches the employee and creates the person in TOPdesk if the office is served by this service desk.
- Four weeks before the start date, counted in the office's time zone, an onboarding ticket reaches the operator group.
- On a move to another office, team or department KoppelHet updates the person and notifies the service desk.
- A week before the end date the offboarding ticket arrives. After the end date KoppelHet archives the person.
What to watch for with AlexisHR and TOPdesk
- An office in AlexisHR has its own name, phone number, email address and time zone. KoppelHet creates a branch in TOPdesk per office and adds the office's phone and email, so the service desk knows who receives the laptop on site.
- Dates in AlexisHR are calendar days, and the service desk works in Dutch time. KoppelHet converts the start and end date with the time zone of the employee's office, so a ticket's target date does not shift by a day.
- AlexisHR only sends employee.offboarded once the offboarding has taken effect. That is too late to collect the laptop. KoppelHet creates the offboarding ticket as soon as an end date exists, and only uses employee.offboarded to archive the person.
- Departments in AlexisHR can sit under another department. TOPdesk has one flat list of departments. KoppelHet puts the parent department in the name, so two Sales departments in different countries do not merge in TOPdesk.
- An employee can be in several teams in AlexisHR through separate team links. TOPdesk has no field for that. KoppelHet puts the teams in the text of the onboarding ticket, so the service desk knows which team channels and shared folders are needed.
- One AlexisHR account can hold several companies and offices in several countries. KoppelHet only takes employees from the offices this TOPdesk environment serves, so colleagues elsewhere do not appear as callers in the Dutch service desk.
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
AlexisHR is now called Simployer One. Does that matter?
No. The API is the same. If you use Simployer One under that name, the page on Simployer and TOPdesk applies just as well.
Can the service desk also serve offices in other countries?
Yes. Which offices are included is set at the start. Each office becomes its own branch with its own operator group.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AlexisHR through Simployer's HRM One API (api.alexishr.com/v1, bearer token): GET /employee (employeeNumber, firstName, lastName, workEmail, workPhone, title, officeId, departmentId, companyId, managerEmployeeId, hireDate, endDate, offboardDate), /office (name, phone, email, timezone), /department (parentId) and /employee-team-reference (teamId, employeeId). Webhooks employee.created, employee.updated, employee.deleted, employee.onboarded and employee.offboarded (the latter only once the offboarding takes effect).
- TOPdesk is written through the TOPdesk REST API with an application password: branches and persons through Supporting Files (employeeNumber at most 20 characters, archiving with a reason), incidents with POST /tas/api/incidents (callerLookup, briefDescription, request, operatorGroup, targetDate, externalNumber).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AlexisHR | Field in TOPdesk | Notes |
|---|---|---|
employeeNumber | employeeNumber | |
firstName en lastName | firstName en surName | |
workEmail en workPhone | email en phoneNumber | |
title | jobTitle | |
officeId (naam, telefoon, e-mail en timezone via /office) | branch | |
departmentId met parentId | department | For example Sales - Benelux |
Teams (employee-team-reference) | Tekst van de onboardingmelding | |
managerEmployeeId | manager | |
endDate met de tijdzone van het kantoor | employmentTerminationDate en targetDate |
Related
AlexisHR → Active Directory
AlexisHR to Active Directory integration: accounts in your own domain from Simployer One
AlexisHR → AFAS Profit
AlexisHR (Simployer One) to AFAS integration: the Dutch entity in AFAS Profit Payroll
AlexisHR → Microsoft Entra ID
AlexisHR to Entra ID integration: users with employee number and groups, blocked on leaving
AlexisHR → Google Workspace
AlexisHR to Google Workspace integration: a Google account that follows the employee, from onboarding to departure