Recruitment to HR
Ashby to SAP SuccessFactors integration: hire as a new employee in Employee Central
With an integration between Ashby and SAP SuccessFactors, a candidate hired in Ashby becomes a new employee in Employee Central, with start date, location and department from the accepted offer. KoppelHet creates person, employment and job in the order Employee Central requires.
What the integration does
Organisations that recruit in Ashby and use SAP SuccessFactors Employee Central as their HR system have HR retype every hire, and location and department are looked up again in Employee Central per candidate.
- The recruiter marks the candidate as hired in Ashby.
- Ashby sends a signed webhook with application and offer.
- KoppelHet looks up the names of location and department in Ashby and translates them to codes in Employee Central.
- In Employee Central person, employment and job arrive with a hire event on the start date.
- On an error HR gets a notice with the reason from Employee Central.
What to watch for with Ashby and SAP SuccessFactors
- In Ashby's webhook location and department of the job are IDs, not names. KoppelHet looks up the name in Ashby and translates it to the foundation object code in Employee Central, with a notice on an unknown value.
- An offer in Ashby belongs to one opening. If the openings in Ashby follow your positions in SuccessFactors, KoppelHet puts the job in Employee Central on that position; otherwise the position stays empty and HR fills it in.
- Employee Central wants a new employee in the order person, employment and job. KoppelHet remembers per Ashby application which step succeeded, so a repeated webhook does not start again at the person.
- The salary in Ashby has an amount and a currency code, while compensation in Employee Central depends on pay components per country. In the first version the salary does not come along; HR records it, and carrying it over can be added later.
- If you also use Ashby for hires in another HR system, such as a European HiBob environment, KoppelHet only reacts to hires for entities in SuccessFactors.
- SuccessFactors is phasing out API access with username and password. KoppelHet uses OAuth 2.0 with its own API user in SuccessFactors from the start.
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 run through SuccessFactors Onboarding?
Yes, SAP supports an external ATS in Onboarding, with middleware. We choose one route per customer; without Onboarding we go directly to Employee Central.
Does the BSN come along?
No. HR adds it in Employee Central.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Ashby candidateHire webhook, configured under Admin, Integrations, Webhooks with a secret token and signed in the Ashby-Signature header. Payload data.application (candidate with name, primaryEmailAddress, primaryPhoneNumber; job with title, locationId, departmentId) and data.offer.latestVersion (startDate, salary with value and currencyCode, openingId, customFields). Names of location and department through the Ashby API.
- SAP SuccessFactors Employee Central through OData v2 upserts on PerPerson, PerPersonal, PerEmail and PerPhone, then EmpEmployment and EmpJob with a hire event; personIdExternal as key; location, department and legal entity as foundation objects. OAuth 2.0 with SAML assertion.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Ashby | Field in SAP SuccessFactors | Notes |
|---|---|---|
candidate.name | PerPersonal (firstName, lastName) | Ashby has one name field; KoppelHet splits it |
candidate.primaryEmailAddress | PerEmail | |
candidate.primaryPhoneNumber | PerPhone | |
offer.latestVersion.startDate | startDate van EmpEmployment en EmpJob | |
job.locationId | location (foundation object) | Through a lookup table |
job.departmentId | department (foundation object) | Through a lookup table |
offer.latestVersion.openingId | position in EmpJob | If the opening follows a SuccessFactors position |
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