HR to ITSM
HoorayHR TOPdesk integration: persons, departments from teams and tickets for joiners and leavers
With an integration between HoorayHR and TOPdesk, every employee from HoorayHR is a person in TOPdesk, with department, branch, job title and manager, and KoppelHet creates a ticket or change for the service desk for every new start date or end date. After the last working day the person is archived in TOPdesk, so earlier tickets are kept.
What the integration does
Organisations that use HoorayHR as their personnel file and TOPdesk as service desk often retype new colleagues into TOPdesk. HoorayHR offers no integration with TOPdesk itself, so leavers stay there until someone archives them.
- Every hour KoppelHet fetches the full employee list, the teams and the entities from HoorayHR.
- KoppelHet compares that list with the previous run and with the persons in TOPdesk.
- New or changed employees become persons in TOPdesk, with department, branch and manager.
- Within the agreed lead time before the start date, an onboarding ticket or change follows in the employee's name.
- An end date results in an offboarding ticket; the day after the last working day the person is archived.
What to watch for with HoorayHR and TOPdesk
- HoorayHR offers integrations with Nmbrs, Loket, Exact and Microsoft Teams among others, but not with TOPdesk or any other service desk. Persons in TOPdesk therefore only come from HoorayHR through an integration like this one.
- The HoorayHR API cannot request employees by modification date. KoppelHet reads the whole list every hour and works out itself what changed since the previous run, including an end date entered retroactively.
- HoorayHR has no fixed department field but teams, and an employee can be in several teams. We agree which team becomes the department in TOPdesk; that team's leader becomes the manager, so they can approve their team's requests in TOPdesk.
- Entities in HoorayHR become branches in TOPdesk. An organisation with several employers in one HoorayHR environment can thus have the ticket's operator group chosen per entity.
- A HoorayHR environment still in its trial period can contain demo employees. KoppelHet skips records with isDemoData, so TOPdesk gets no persons and onboarding tickets for colleagues who do not exist.
- With an inactive subscription or an overdue payment HoorayHR refuses every request. KoppelHet treats that as an outage and not as an empty list, so nobody is archived in TOPdesk.
- The HoorayHR API key has a fixed expiry date that cannot be extended afterwards. KoppelHet warns well in advance, so a new key is in place in time and the onboarding tickets do not stop.
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 HoorayHR not have its own TOPdesk integration?
No. The HoorayHR integrations page does not list TOPdesk or any other service desk.
Which team becomes the department if someone is in several teams?
We agree that at the start, for example the team with a fixed naming convention or the first team in the list.
Does the new work email go back to HoorayHR?
No. The HoorayHR API cannot update an existing employee.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HoorayHR through api.hoorayhr.io with a personal API key (pk_…, admin role, fixed scopes and expiry date) as Bearer token: GET /users (filter on id only; fields include employeeNumber, firstName, nickName, insertion, lastName, jobTitle, entityId, teams, isDemoData, companyStartDate, companyEndDate), /teams-information (teamLeadersIds) and /entities. A 403 with INACTIVE_COMPANY or PAYMENT_OVERDUE stops the run.
- 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). employeeNumber up to 20 characters, firstName up to 30, prefixes up to 10, surName up to 50.
- 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). KoppelHet stores which ticket was created per employee per event.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HoorayHR | Field in TOPdesk | Notes |
|---|---|---|
employeeNumber | employeeNumber | At most 20 characters in TOPdesk |
firstName of nickName | firstName | |
insertion | prefixes | At most 10 characters |
lastName | surName | |
jobTitle | jobTitle | |
Afgesproken team | department | |
entityId | branch | |
Teamleider van dat team | manager | |
companyStartDate | Onboardingmelding met targetDate | |
companyEndDate | Offboardingmelding en archiveren | |
Gesynchroniseerde persoon | callerLookup of requester |
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