HR to ITSM
BuddeeHR to TOPdesk integration: persons, onboarding tickets and assets to return in TOPdesk
With an integration between BuddeeHR and TOPdesk, every employee in Buddee is a person in TOPdesk, with department, branch and manager, and the service desk gets an onboarding ticket with the first working day and an offboarding ticket listing the assets to be returned. If someone's job or location changes in Buddee, KoppelHet updates the person in TOPdesk on the effective date.
What the integration does
Organisations that do HR in BuddeeHR and handle IT and facility requests in TOPdesk often hear about a new colleague through an email from HR. Laptops and phones are recorded on the employee in Buddee, but on departure the service desk does not know what needs to come back.
- HR creates a new employee in Buddee, with position, department and location.
- KoppelHet sees the new employee at the next comparison and creates the person in TOPdesk.
- Within the agreed lead time before the first working day, an onboarding ticket arrives for the branch's operator group.
- A new position with a later effective date changes department, job or branch in TOPdesk on that date.
- When the employee gets an end date, an offboarding ticket arrives listing the assets recorded in Buddee under their name; after the last working day KoppelHet archives the person.
What to watch for with BuddeeHR and TOPdesk
- Besides the hire date, Buddee has a separate first working day. They can differ, for example for a contract that starts on a public holiday. KoppelHet uses the first working day as the target date of the onboarding ticket, so the laptop is ready on the day someone actually arrives.
- Buddee records assets such as laptops and phones per employee, with a type and an end date. On departure KoppelHet puts the assets still assigned to the employee in the offboarding ticket, so the service desk knows what needs to come back.
- Buddee stores the name prefix separately and records which surname someone wants to use, their own or their partner's. KoppelHet takes the composed name with the matching prefix, so TOPdesk shows the same name as Buddee.
- Department, location and manager belong to a position with a start and end date in Buddee. A transfer from next month is therefore a new position HR records in advance. KoppelHet only changes the branch in TOPdesk on the start date of that position.
- Buddee has six employment types, including intern, agency worker, self-employed and volunteer. Per type we agree whether a person and an onboarding ticket appear in TOPdesk, so a volunteer does not automatically get a laptop.
- We found no webhooks in the public Buddee documentation. KoppelHet therefore compares employees and positions with the previous state several times a day. An employee archived in Buddee without an end date goes on a list instead of quietly disappearing from TOPdesk.
- Buddee records a buddy for each new employee. KoppelHet puts the buddy's name in the onboarding ticket, so the service desk knows who will receive the new colleague on day one.
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
Do the assets from Buddee also become assets in TOPdesk?
Not in the first version. We put them in the offboarding ticket; managing assets in TOPdesk asset management can be added later as an extension.
What if HR withdraws an end date?
The person is then not archived yet, and the service desk gets a change ticket saying the offboarding is cancelled.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- BuddeeHR through the REST API (api.buddee.nl) with JWT tokens a dedicated Buddee user obtains through Basic Auth on /auth/token. GET /employees (number, first_name, composed_last_name, composed_last_name_prefix, work_email, employment_date, first_day_at_work_date, buddy_id, archived_at), /positions (job_id, department_id, location_id, manager_id, start_date, end_date), /employments (type, start_date, end_date) and /assets (name, type, employee_id, end_date). Pagination per 200; _permissions per record follow the user's rights. No webhooks found.
- To TOPdesk through the TOPdesk REST API: persons, departments and branches (Supporting Files), incidents with POST /tas/api/incidents (callerLookup, briefDescription, request, category, operatorGroup, targetDate, externalNumber) or changes with POST /tas/api/operatorChanges from a template. KoppelHet stores per employee which ticket has already been created, per hire and per end date.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in BuddeeHR | Field in TOPdesk | Notes |
|---|---|---|
number | employeeNumber | |
first_name | firstName | |
composed_last_name_prefix | prefixes | Follows the employee's naming choice |
composed_last_name | surName | |
work_email | email | |
positions: job_id | jobTitle | Name through a lookup table |
positions: department_id | department | |
positions: location_id | branch | |
positions: manager_id | manager | |
first_day_at_work_date | targetDate van de onboardingmelding | |
buddy_id | request (tekst van de onboardingmelding) | |
assets met employee_id | request (tekst van de offboardingmelding) | |
Einddatum van het dienstverband | employmentTerminationDate en archiveren |
Related
BuddeeHR → Active Directory
BuddeeHR to Active Directory integration: domain account from employment and position in Buddee
BuddeeHR → AllSolutions
Buddee to AllSolutions integration: employees, positions and schedules from BuddeeHR in AllSolutions
ASBuddeeHR → Arbodienst (SIVI)
BuddeeHR to occupational health service via SIVI: verified sickness registrations from Buddee to the health service
BuddeeHR → Microsoft Entra ID
BuddeeHR to Entra ID integration: Microsoft 365 account from the employment in Buddee