HR to ITSM
Hailey HR to TOPdesk integration: locations as branches, cost centre and manager, with tickets for start and last working day
With an integration between Hailey HR and TOPdesk, every employee from Hailey is a person in TOPdesk, with location, department, cost centre and manager, and the service desk gets a ticket for every new colleague and every last working day. KoppelHet responds to Hailey's webhooks and then fetches the full employee.
What the integration does
Organisations that use Hailey HR and TOPdesk for IT and facilities often enter new colleagues twice. On a departure the service desk only notices after the last working day that a laptop had to be returned, because the end of employment falls later than the day someone actually stops.
- HR creates the employee in Hailey with location, department, cost centre and manager.
- Hailey sends a webhook with the employee's id. KoppelHet fetches the employee and creates the person in TOPdesk.
- Four weeks before the start date an onboarding ticket reaches the location's operator group.
- A change of location, department, cost centre or manager updates the person in TOPdesk.
- A week before the last working day the offboarding ticket arrives. After the end of the last employment the person is archived.
What to watch for with Hailey HR and TOPdesk
- Hailey keeps a last working day per employee that can fall before the end of employment, for example when someone takes their last weeks as holiday. The offboarding ticket in TOPdesk targets that last working day, and archiving only happens after the end of employment.
- A location in Hailey has an address, postcode, city, country and phone number. KoppelHet turns them into branches in TOPdesk with the same address, so a delivery for a new colleague goes to the right office.
- In Hailey an employee can be a substitute for a colleague, recorded as a reference to that colleague in the employment. KoppelHet names in the onboarding ticket whom someone substitutes for, so the service desk prepares the same access as that colleague has.
- Hailey calculates an employment's status from the dates, such as Will join or In service, and that status changes by itself as days pass. No webhook comes with it. KoppelHet therefore compares every night, so a person becomes active in TOPdesk on the start date.
- For a fixed-term contract Hailey provides the end of the fixed term. KoppelHet puts that date in the onboarding ticket, so the service desk knows until when a temporary worker needs a laptop.
- What the Hailey API returns depends on the rights of the user behind the token, and it also includes bank details and national ID. KoppelHet never carries those fields over to TOPdesk and leaves the token user without rights on salaries.
- Hailey's personal access token is valid for a year and can be extended without the value changing. KoppelHet extends it in time; without extension TOPdesk would silently fall behind after a year.
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
Hailey has an Entra ID integration. Is that not enough?
That handles cloud accounts, not persons, branches and tickets in TOPdesk. Both can run side by side.
What if an employee has several employments?
Hailey gives every employment a priority. KoppelHet uses the employment with the highest priority for location and department.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Hailey HR API (v1, api.haileyhr.app) with a personal access token (extend through POST /PersonalAccessToken/Extend). GET /Employees with employmentNumber, companyEmail, workPhone, titleIds, departmentId, locationId, costCenterId, managerEmployeeId, employmentStatus (calculated, for example In service or Will join), lastWorkingDay, lastDayOfEmployment, fixedTermType, endOfFixedTerm and substitutingForEmployeeId; GET /Company for locations (name, address, postalCode, city, country, phone), departments and cost centres. Webhooks on company or employee changes, with the id only.
- TOPdesk is written through the TOPdesk REST API with an application password: branches and persons through Supporting Files (employeeNumber at most 20 characters, budgetHolder, archiving with a reason), incidents with POST /tas/api/incidents (callerLookup, briefDescription, operatorGroup, targetDate, externalNumber).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Hailey HR | Field in TOPdesk | Notes |
|---|---|---|
employmentNumber | employeeNumber | Generated or set manually in Hailey |
firstName en lastName | firstName en surName | |
companyEmail en workPhone | email en phoneNumber | |
titleIds (leidende titel) | jobTitle | |
locationId (naam en adres via /Company) | branch | |
departmentId | department | |
costCenterId | budgetHolder | |
managerEmployeeId | manager | |
lastWorkingDay | targetDate van de offboardingmelding | |
lastDayOfEmployment | employmentTerminationDate en archiveren |
Related
Hailey HR → Active Directory
Hailey HR to Active Directory integration: domain accounts from Hailey, expiring on the last working day
Hailey HR → ADP iHCM
Hailey HR to ADP iHCM integration: approved salaries and end of employment to Dutch ADP payroll
Hailey HR → AFAS Profit
Hailey HR to AFAS integration: employment, scope and salary to Dutch payroll
Hailey HR → Arbodienst (SIVI)
Hailey HR to the occupational health service via SIVI: sick days from the Hailey calendar as absence reports