HR to ITSM
Cezanne HR to TOPdesk integration: location, org unit and cost centre on their effective date, with tickets for joiners and leavers
With an integration between Cezanne HR and TOPdesk, every employee from Cezanne HR is a person in TOPdesk, with branch, department, job and cost centre from their primary employment, and the service desk gets a ticket for every new colleague and every departure. KoppelHet updates location and department in TOPdesk on the effective date Cezanne keeps for every assignment.
What the integration does
Organisations that use Cezanne HR in several countries, with a Dutch service desk in TOPdesk, often get changes too late or too early. HR enters a transfer weeks ahead, and the service desk only sees it when someone sits at the new office without a workplace.
- HR creates the person and the employment in Cezanne, with location, org unit, job and cost centre.
- KoppelHet sees the new employment and creates the person in TOPdesk if the employer belongs to this service desk.
- Four weeks before the start date an onboarding ticket reaches the location's operator group.
- A new location or org unit assignment updates the person in TOPdesk on the effective date, with a change ticket.
- When the employment gets a real end date, an offboarding ticket arrives a week before. After that day the person is archived.
What to watch for with Cezanne HR and TOPdesk
- Location, org unit, job and cost centre are each a separate assignment with an effective date in Cezanne. KoppelHet only applies a change in TOPdesk on that date, so tickets stay with the old office and the old department until the last day.
- Cezanne stores cost centres as a separate assignment per person. KoppelHet sets the cost centre valid on the day as budget holder in TOPdesk, so an order through the service desk is booked to the right cost centre.
- A permanent employment is stored in Cezanne with 31 December 2999 as end date. KoppelHet treats that date as no end and only creates an offboarding ticket for a real end date.
- If someone has more than one employment in Cezanne, for example a secondment next to a permanent job, the primary current employment determines branch and department. That way the same person is not in TOPdesk twice.
- Every employment belongs to an employer with a company code in Cezanne. KoppelHet only takes over persons from the employers this TOPdesk environment serves, and the integration user in Cezanne also only sees those employers.
- Webhooks exist in Cezanne only with People PLUS+. Without that package KoppelHet reads every hour. A new colleague then reaches TOPdesk a little later, but well before the onboarding ticket that arrives four weeks before the start.
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 we need People PLUS+?
No. With People PLUS+ the integration works on webhooks, without it KoppelHet reads every hour. For a service desk that works weeks ahead, that is enough.
Do colleagues from other countries end up in TOPdesk?
Only from the employers you choose. The rest stays outside the integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Cezanne HR API v2 (OData, dataservice.svc, JSON) with OAuth 2.0; access through the Customer Success contact and with the rights of the integration user. Tables People, PeopleToEmploymentCurrentPrimary, Employments (CompanyCode, TerminationDate), JobDeployments, OrgUnitPositionDeployments, LocationDeployments and Cost Centre Deployments. Webhooks with People PLUS+.
- TOPdesk is written through the TOPdesk REST API with an application password: persons through Supporting Files (employeeNumber at most 20 characters, budgetHolder, archiving with a reason), incidents with POST /tas/api/incidents or changes with POST /tas/api/operatorChanges.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Cezanne HR | Field in TOPdesk | Notes |
|---|---|---|
PersonCode | employeeNumber | |
FirstName en FamilyName | firstName en surName | |
Zakelijk e-mailadres (Communications) | email | |
JobDeployments | jobTitle | |
LocationDeployments | branch | |
OrgUnitPositionDeployments | department | |
Cost Centre Deployments | budgetHolder | |
CompanyCode (Employments) | Filter op werkgever | |
TerminationDate | employmentTerminationDate en targetDate van de offboardingmelding | 31-12-2999 means no end |
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