Accounts in applications
Entra ID to Somtoday integration: staff set up in Somtoday automatically, with location, job and leaving date
With an integration between Microsoft Entra ID and Somtoday, every new teacher or staff member IT creates in Entra ID automatically appears as staff in Somtoday, with abbreviation, job and the right locations. When IT disables the account, the staff member gets a leaving date and reason in Somtoday.
What the integration does
Schools and boards that manage staff accounts in Entra ID and work with Somtoday often create new teachers in Somtoday by hand, sometimes only after the first teaching day. Staff who left then remain listed as active in Somtoday.
- The school creates a role in Somtoday with the right to the HRM web service and an account for KoppelHet, and records jobs and leaving reasons.
- IT creates the new teacher in Entra ID and adds them to the groups for their locations and job.
- KoppelHet picks up the new colleague and sends them to Somtoday with abbreviation, job, locations and start date.
- When a group changes in Entra ID, KoppelHet sends the staff member's complete data again.
- When IT disables the account, the staff member gets a leaving date and reason in Somtoday.
What to watch for with Microsoft Entra ID and Somtoday
- Somtoday has one request for staff that both creates and updates. On an update everything must be sent again; a missing field is cleared by Somtoday, including a leaving date. KoppelHet therefore keeps the complete set per staff member and sends it in full on every change.
- Every staff member in Somtoday has a required abbreviation that must be unique within the institution, and without a username that abbreviation also becomes the login name. Entra ID has no abbreviation. KoppelHet determines it with your rule, records it on the account in Entra ID and checks in advance that it is still free.
- Somtoday requires a gender, with the values male, female or unknown. Entra ID does not record it. KoppelHet sends unknown, unless you keep it in a custom field in Entra ID.
- A staff member can be listed at several locations in Somtoday, and the first counts as the main location. KoppelHet translates the location groups in Entra ID into location codes and puts the location from the group you designate as primary first.
- The start date is required in Somtoday, but often empty in Entra ID when IT creates accounts by hand. KoppelHet then uses the date the account was created, and reports it when an account without a date comes in.
- A leaving date in Somtoday only goes together with a reason, and that reason must already exist in Somtoday. For a disabled account KoppelHet sends the reason the school created for it, for example end of employment.
- Somtoday's web service works one way and returns nothing. Reading requires separate access to Somtoday Connect. KoppelHet therefore keeps its own record of which Entra ID accounts are already in Somtoday, with the external staff number as the key.
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
Somtoday says the HRM system leads. Can Entra ID be the source then?
Yes, if IT creates accounts based on the hire. If personnel administration moves to an HR system with an API, that can become the source with the same rules.
Which password does a new staff member get in Somtoday?
Somtoday asks for a password for new staff. KoppelHet sets a long random password nobody knows; how staff sign in is arranged by the school in Somtoday.
Are free fields in Somtoday included?
No. Somtoday only accepts fixed fields through this web service.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Somtoday is written through the HRM web service (SOAP, CreatePerson) with WS-Security and a Brinnummer in the header, with a Somtoday account in a role with the HRM Service right. WSDL https://oop.somtoday.nl/services/HRMService?wsdl (test: oop.test.somtoday.nl). Fields include afkorting, achternaam, geslacht (MAN, VROUW, ONBEKEND), functie, vestigingen (abbreviation and location code), email, gebruikersnaam, wachtwoord (new only), externMedewerkerNummer, datumInDienst, datumUitDienst and redenUitDienst.
- Entra ID is read through Microsoft Graph with a delta query on users and group membership (givenName, surname, mail, userPrincipalName, employeeHireDate, createdDateTime, accountEnabled and an extension attribute for the abbreviation). The app registration only has read rights.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Microsoft Entra ID | Field in Somtoday | Notes |
|---|---|---|
Afkortingsregel (bijvoorbeeld extensionAttribute1) | afkorting | Required and unique within the institution |
givenName en surname | voornaam en achternaam | |
mail | email | |
userPrincipalName of afkorting | gebruikersnaam | |
Groep per functie | functie | Must exist in Somtoday |
Groepen per vestiging | vestigingen | First is the main location |
employeeHireDate | datumInDienst | Required |
id van de gebruiker | externMedewerkerNummer | |
accountEnabled = false | datumUitDienst en redenUitDienst |
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