Recruitment to HR
Greenhouse to SAP SuccessFactors integration: a hire as a new employee in Employee Central
With an integration between Greenhouse and SAP SuccessFactors, an accepted offer in Greenhouse becomes a new employee in Employee Central, with person, employment and job information on the start date from the offer. KoppelHet builds the step from hire to Employee Central, including the position and the right country.
What the integration does
Organisations that recruit internationally in Greenhouse and use SAP SuccessFactors Employee Central as their HR core have a shared service centre re-enter every hire. The offer arrives as a PDF, and HR looks up which SuccessFactors position belongs to the opening.
- KoppelHet fetches companies, departments, locations and positions from SuccessFactors daily.
- The offer is accepted in Greenhouse and Greenhouse sends hire_candidate.
- KoppelHet picks the SuccessFactors company based on the job's office.
- Person, employment and job information are written to Employee Central in that order.
- If a step fails, the rest stops and HR sees the reason in the KoppelHet platform.
What to watch for with Greenhouse and SAP SuccessFactors
- A user with name, department and office is not enough for Employee Central. A hire needs a person, an employment and job information with a hire reason.
- Greenhouse's hire_candidate webhook contains the opening with its opening ID and any custom fields of that opening. If SuccessFactors uses position management, HR puts the position code on the opening and KoppelHet takes it into the job information.
- Greenhouse sends hire_candidate on Accept Offer, not on moving to a stage. An offer that changes after acceptance gets a new version in Greenhouse; KoppelHet always reads the current offer before writing to Employee Central.
- An office in Greenhouse is free text; a company and location in SuccessFactors are fixed codes. KoppelHet translates per office to company and location, so a hire for a foreign office lands in the right country.
- Greenhouse retries a failed webhook up to seven times in about fifteen hours. If Employee Central refuses the hire, for example because of an unknown department, KoppelHet still answers Greenhouse and holds the hire itself until HR completes the translation.
- SAP is phasing out basic authentication for the SuccessFactors APIs. KoppelHet uses OAuth 2.0 with a SAML bearer for a technical user, so the hire does not stop on the day SAP switches off the old access.
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
Why not use SuccessFactors Recruiting?
That is a choice per organisation. If you keep recruiting in Greenhouse, jobs and scorecards stay there; the integration starts at the accepted offer.
Does the hire go through SuccessFactors Onboarding?
Not by default. We start with the employee directly in Employee Central. A route through Onboarding can follow later as an extension.
Do BSN and Dutch pay details come from Greenhouse?
No. HR or local payroll adds them after the hire.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Greenhouse through the hire_candidate webhook (HMAC SHA-256 in the Signature header; payload with application.offer.starts_at and custom_fields, application.opening.opening_id and custom_fields, jobs[] with departments and offices) and Harvest v3 (client credentials at auth.greenhouse.io/token, GET /v3/offers with version, status and starts_on).
- To Employee Central through OData v2 upserts on PerPerson, PerPersonal, PerEmail, EmpEmployment and EmpJob with a hire event; departments and locations as foundation objects. OAuth 2.0 SAML bearer with an API user that has write permissions on these entities.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Greenhouse | Field in SAP SuccessFactors | Notes |
|---|---|---|
candidate first_name en last_name | PerPersonal firstName en lastName | |
Persoonlijk e-mailadres | PerEmail (privé) | |
application.offer.starts_at | EmpEmployment startDate en EmpJob startDate | |
application.opening.opening_id of custom field op de opening | EmpJob position | Only with position management |
jobs[].offices | EmpJob company en location | Through a lookup table per office |
jobs[].departments | EmpJob department (FODepartment) | |
application.id | personIdExternal-voorstel of eigen veld | Key against duplicate creation |
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