HR to ITSM
Dayforce to ServiceNow integration: employees as users and catalog requests on joining and leaving
With an integration between Dayforce and ServiceNow, employees from Dayforce become users in ServiceNow, with department, location and manager, and a new hire or departure in Dayforce automatically orders the onboarding or offboarding item from the ServiceNow service catalog. KoppelHet reads Dayforce as of the effective date, so a transfer only changes in ServiceNow on that day.
What the integration does
Organisations that run HR, scheduling and payroll in Dayforce and use ServiceNow for IT often have no integration between the two. New employees then only reach ServiceNow once their account exists in the directory, and without department or start date.
- KoppelHet asks Dayforce which employees changed since the previous round, limited to employment status, work assignment and manager.
- For each employee KoppelHet fetches the details as of the effective date.
- Departments and locations go to ServiceNow first, then the users.
- For employees with a hire date within the agreed lead time, KoppelHet orders the onboarding item.
- On a departure KoppelHet orders the offboarding item and sets the user to inactive after the end date.
What to watch for with Dayforce and ServiceNow
- When asking for changed employees, Dayforce can limit the result to certain parts, such as employment status and work assignment. KoppelHet only asks for those parts, so a change in tax or bank details does not cause an unnecessary update in ServiceNow. That filter only works with both a start and an end date, so KoppelHet always sends both.
- Dayforce returns an employee as they are on a chosen date. For a transfer KoppelHet requests the state on the effective date and only writes it to ServiceNow on that day, so approvals stay with the current manager until then.
- Dayforce can filter employees by hire date. Every day KoppelHet requests the employees with a hire date within your service desk's onboarding lead time, and orders the onboarding item for them, even if the hire was recorded weeks earlier.
- Dayforce only returns names if the API user's default role has the right to personal information, and fields only with field-level access. If an employee arrives without name or manager, KoppelHet reports it as a rights issue in Dayforce instead of creating an empty user in ServiceNow.
- The Dayforce API has the name of your environment in its address. KoppelHet records it per customer, and a test and production environment each get their own connection to the matching ServiceNow instance.
- Every employee in Dayforce has a fixed XRefCode. KoppelHet uses it as the key in ServiceNow, so a rehire reactivates the same user instead of creating a second 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
Does pay or schedule data go to ServiceNow?
No. Only name, work email, department, location, manager and the start and end dates.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce through the REST API on https://www.dayforcehcm.com/api/{clientName}/v1/Employees with filterUpdatedStartDate, filterUpdatedEndDate and filterUpdatedEntities (EmploymentStatuses, WorkAssignments, EmployeeManagers), FilterHireStartDate and FilterHireEndDate, FilterTerminationStartDate and FilterTerminationEndDate; details per XRefCode with expand and ContextDate. API user with field-level access on the fields used.
- ServiceNow through the Import Set API (insertMultiple) with transform maps, coalesce on employee_number and run_after for cmn_department and cmn_location before sys_user. Catalog requests through POST /api/sn_sc/servicecatalog/items/{sys_id}/order_now with sysparm_requested_for.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in ServiceNow | Notes |
|---|---|---|
XRefCode | employee_number | Coalesce key |
FirstName en LastName | first_name en last_name | |
Contacts (werk-e-mail) | email | |
OrgUnitInfos | department (cmn_department) | |
WorkAssignments (locatie) | location (cmn_location) | |
EmployeeManagers | manager | |
EmploymentStatuses | active |
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