HR to ITSM
HiBob to EasyVista integration: employees from Bob and requests for new and departing colleagues
With an integration between HiBob and EasyVista, every employee from Bob is an employee in EV Service Manager, with department and contract start, and KoppelHet puts a request from the EasyVista catalog in place when someone joins or leaves in HiBob. Because every API call in EasyVista uses a licence, the integration only writes on changes that matter to IT.
What the integration does
Organisations that use HiBob for HR and EasyVista for IT service management often load employees into EasyVista with a periodic file or an LDAP import. A new colleague that HR has already created in Bob is then missing as the beneficiary of the onboarding request, and a departure only arrives after the next import.
- HiBob reports a change; KoppelHet checks which fields changed and only fetches the employee for relevant fields.
- KoppelHet looks up the employee in EasyVista by identification and creates or updates them.
- If the Bob department does not exist yet, KoppelHet first creates it in the department tree.
- Within the onboarding lead time a request from the catalog follows with the new colleague as beneficiary.
- A termination produces an offboarding request, with its own external reference per event.
What to watch for with HiBob and EasyVista
- Every call to the EasyVista API uses a licence. HiBob names the changed fields on an update, so KoppelHet only writes to EasyVista if name, work email, department, site or start date has changed.
- In the documentation example EasyVista keeps the name as Surname, First name in one field. HiBob supplies first name and surname separately, and KoppelHet combines them in that order so that searching by name in EasyVista works the way the service desk is used to.
- A new department in Bob does not exist in EasyVista automatically. From version 2025.2 KoppelHet can create a department through the API with a full path; on an older version the integration reports the missing department to IT.
- A request in EasyVista needs a requester and a beneficiary, otherwise an error follows. Because HiBob reports a hire weeks before the start, the employee is there in time and the onboarding request can name the new colleague as beneficiary.
- HiBob can send two notifications for one termination: immediate access revocation after approval and later the departure itself. KoppelHet gives each request an external reference made of Bob ID and event, so EasyVista gets one offboarding request per departure and a repeated notification creates no duplicate.
- EasyVista records the start in begin_of_contract. KoppelHet fills it with the start date from Bob, so IT can filter on contract start in EasyVista without opening HiBob.
- A call to EasyVista times out after sixty seconds by default. KoppelHet acknowledges the HiBob webhook first and processes the employee afterwards, so a slow EasyVista environment does not cause repeated notifications from Bob.
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 the nightly comparison also count towards licences?
Yes, every call counts. That is why the comparison only requests the fields the integration uses, and a write only follows when there is a difference.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through signed webhooks (employee events v2: employee.created, employee.updated with fieldUpdates, employee.left, employee.access.revoked.immediately) and POST /v1/people/search with fields.
- EasyVista through https://{server}/api/v1/{account}/ with an access token. GET /employees?search=identification:..., POST /employees with one employee in an employees array (response 201 with HREF), PUT /employees/{employee_id}; custom fields with prefix e_. POST /departments from 2025.2 with department_path. Requests through POST /requests with catalog_guid, title, description, recipient_identification, requestor_mail and external_reference.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in EasyVista | Notes |
|---|---|---|
root.id | identification | Search key in EasyVista |
root.surname en root.firstName | last_name (Achternaam, Voornaam) | |
root.email | e_mail | |
work.startDate | begin_of_contract | |
work.department | department_path | |
work.site | Eigen veld met prefix e_ | Proposal |
Bob-ID + gebeurtenis | external_reference van het verzoek |
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