Identity and access management
Exact HR to Omada integration: identities from Exact Online payroll in Omada Identity
With an integration between Exact HR and Omada Identity, Omada reads every employee from the payroll in Exact Online as an identity, with administration, department and cost centre as contexts and a status from the employment. KoppelHet manages the connection with Exact and offers Omada's REST collector one record per employee, without address, BSN or pay data.
What the integration does
Organisations that run payroll in Exact Online and govern access with Omada Identity often have no reliable HR source in Omada. Department and cost centre are maintained by hand, and a departure in payroll only surfaces at the next certification.
- An Exact user without roles for personal data gives KoppelHet consent through an app in the Exact App Center; Omada gets its own client credentials.
- KoppelHet fetches the changed employees and their organisation data per administration through Exact's sync API.
- KoppelHet prepares one record per employee and a context per administration, department and cost centre.
- Omada reads identities, contexts and assignments through the REST collector at the scheduled import.
- Omada adjusts roles and certifications to the contexts and processes a termination according to your policy.
What to watch for with Exact HR and Omada
- Exact Online grants access through an app in the App Center with an Exact user's consent. Omada's REST collector knows many sign-in methods, but not that flow with renewed tokens. KoppelHet manages the Exact access and gives Omada its own address with client credentials.
- Every employee in Exact has an ID that according to Exact never changes, next to an employee number that is only unique per administration. KoppelHet uses that fixed ID as the Unique ID in Omada and administration plus number as a readable business key, so the history in Omada stays attached to the same identity.
- Exact only returns address, date of birth, BSN and also the partner name when the Exact user has certain roles for personal data. KoppelHet has consent given by a user without those roles, and takes the full name Exact already composes, so Omada never sees private data.
- Exact can anonymise an employee, and indicates that with a separate flag. KoppelHet delivers such an employee to Omada as terminated with the last known name, instead of the empty or replaced values, so the access history in Omada stays readable.
- Changes come from Exact based on a sequence number, which restarts when Exact moves an administration to another database. KoppelHet then reads the administration again. Omada compares with the previous import; because the keys stay the same, Omada sees no new or vanished identities.
- Omada can read contexts with a type and assign identities to them. Exact stores department and cost centre with the organisation of the employment. KoppelHet makes a context of each administration, department and cost centre, so roles in Omada can work per employer and per cost centre.
- In Exact the manager must be in the same administration and may not be a subordinate of their employee. KoppelHet translates the manager to the Unique ID in Omada, so approvals in Omada reach the right person; a manager in another administration is filled according to an agreed rule.
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
Which Exact product do you mean by Exact HR?
Payroll in Exact Online. This route is not meant for Exact Globe on-premise.
Can the email address from Omada go back to Exact?
Not through the API: the payroll data can only be read there. KoppelHet puts new addresses on a list for payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Exact Online through the REST API with OAuth 2.0 (app in the Exact App Center, scope Hrm payroll), per {division} and GET only: /api/v1/{division}/sync/Payroll/Employees filtered on Timestamp (ID, EmployeeHID, FullName, BusinessEmail, Manager, StartDate, EndDate, IsActive, IsAnonymised), /payroll/EmploymentOrganizations (DepartmentDescription, JobTitleDescription, CostCenter) and /system/Divisions (DivisionMoveDate). Personal fields only with roles such as Manage employees or View personal information.
- Omada reads through the REST collector with OAuth2 Client Credentials: identities (Business key, Unique ID, Name, Status), contexts (Business key, Name, Type) and context assignments (Context business key, Identity UID). Thresholds 0 (off) by default; we switch on the threshold for deleted objects.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in Omada | Notes |
|---|---|---|
ID (GUID) | Unique ID | Never changes according to Exact |
Administratie + EmployeeHID | Business key | |
FullName | Name | |
IsActive en EndDate | Status | |
Administratie (division) | Context (type werkgever) | |
DepartmentDescription | Context (type afdeling) | |
CostCenter | Context (type kostenplaats) | |
Manager | Identiteitsattribuut leidinggevende (Unique ID) |
Related
Exact HR → 4PS Construct
Exact HR to 4PS Construct integration: payroll costs from Exact Online payroll as a journal in 4PS, with cost centre and project as dimensions
Exact HR → Active Directory
Exact HR to Active Directory integration: accounts from payroll in Exact Online
Exact HR → AllSolutions
Exact HR to AllSolutions integration: payroll costs from Exact Online payroll as a journal posting in AllSolutions
ASExact HR → Arbodienst (SIVI)
Exact to occupational health service via SIVI: sick and recovery notifications from Exact Online payroll to the health service