HR to ITSM
Exact to TOPdesk integration: employees from Exact Online payroll as persons in TOPdesk, with incidents for joiners and leavers
With an integration between Exact HR (Exact Online payroll) and TOPdesk, every employee from Exact is a person in TOPdesk, with department, job, manager and their division as branch, and KoppelHet creates an incident or change for the service desk on a new employment or an end date. Anyone recorded as external in Exact gets a separate template, so no laptop is prepared for a contractor.
What the integration does
Organisations that run payroll in Exact Online and have a service desk in TOPdesk often add new colleagues to TOPdesk by hand, based on an email from payroll. Contractors and employees of a second division easily fall through the cracks.
- Payroll enters a new employee with employment in Exact Online.
- KoppelHet fetches the changes since the previous run per division and creates the person at that division's branch.
- Within the agreed lead time before the start date the onboarding incident follows, with the template that fits the contract type.
- A different department or job gives a change incident with the effective date.
- On an end date the offboarding incident comes a week ahead; afterwards the person is archived.
What to watch for with Exact HR and TOPdesk
- The manager in Exact is a reference to an employee in the same division. If a manager works for another division, the field in Exact stays empty. KoppelHet flags those cases, so the service desk sets the manager in TOPdesk itself and approvals do not get stuck.
- Exact records a contract type on an employment, with a separate value for external. KoppelHet chooses the onboarding incident template based on it, so a contractor only gets an account and no laptop or phone.
- An employee in Exact has a business address, a private address and sometimes the address of their Exact user. For the TOPdesk person card KoppelHet only uses the business address, so notifications from the self-service portal never go to a private mailbox.
- Exact provides an overview of employees changed since a moment and a list of deleted records. If an employee is entered by mistake and deleted again, KoppelHet sees it and withdraws the onboarding incident before the service desk starts on it.
- After the retention period Exact can anonymise an employee; the name then changes in the API. KoppelHet recognises this and leaves the archived TOPdesk person card alone, so old incidents keep their caller.
- Each Exact Online division has its own employee numbers. KoppelHet puts the division code in front of the number, within the length TOPdesk allows, and makes each division a branch, so department names per division do not clash.
- The payroll data in Exact Online is read-only through the API. A work address that only arises in Microsoft is therefore not written back to Exact by KoppelHet; if it does not arrive there, KoppelHet fills it in TOPdesk from the directory, if you want that.
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 this also work with Exact Globe or Synergy?
This page is about Exact Online payroll. Exact Globe usually runs on premises and integrates differently; we look at that case by case.
Do salary data or BSN go to TOPdesk?
No. Only name, business email, job, department, division, manager, contract type and dates.
What if we have several divisions?
Then KoppelHet runs through each division separately and each division becomes a branch in TOPdesk.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Exact Online is read through the REST API with OAuth 2.0 (app in the Exact App Center), per division and only with GET. Endpoints /api/v1/{division}/sync/Payroll/Employees (Timestamp), /payroll/Employments, /payroll/EmploymentOrganizations, /payroll/ActiveEmployments (ContractType) and /sync/Deleted. Fields include EmployeeHID, FirstName, MiddleName, LastName, BusinessEmail, Manager and IsAnonymised. API limits per minute and per day per division.
- TOPdesk is written through the REST API with an application password of an operator with only the necessary rights (Supporting Files for persons, branches and departments; prefixes at most 10 characters).
- Tickets through POST /tas/api/incidents (callerLookup, briefDescription, request, category, operatorGroup, targetDate and externalNumber) or POST /tas/api/operatorChanges from a template (template and requester).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in TOPdesk | Notes |
|---|---|---|
Administratiecode + EmployeeHID | employeeNumber | Numbers are unique per division |
FirstName of NickName | firstName | |
MiddleName en LastName | prefixes en surName | |
BusinessEmail | email | Never the private address |
JobTitleDescription | jobTitle | |
DepartmentDescription | department | |
Administratie (division) | branch (vestiging) | |
Manager | manager | |
ContractType | Sjabloon of categorie van de melding | |
EndDate van het dienstverband | Offboardingmelding en archiveren |
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