HR to ITSM
HR2day to Jira Service Management integration: customers, organizations and onboarding requests per employment relationship
With an integration between HR2day and Jira Service Management, every employee from HR2day is a customer in the portal, a member of the organization of each department where they have a current employment relationship, and KoppelHet creates a request of the right request type for every new hire, job change or departure. A second contract or a new on-call contract does not create a new onboarding request, and portal access only stops once the last employment relationship has ended.
What the integration does
Anyone who records all staff in HR2day, including substitutes who work at several locations, and uses Jira Service Management for the ICT service often gets new colleagues reported by email, sometimes only on the first working day. A substitute who is already known is then reported again as a new employee with every new contract.
- HR enters the new employee and employment relationship in HR2day.
- KoppelHet fetches the changed employees and employment relationships and creates the customer with the work email.
- The customer becomes a member of the organization of each school or department where an employment relationship runs.
- Four weeks before the first start date KoppelHet creates an onboarding request, on behalf of the new employee, with school, job and manager in the fields.
- One week before the end of the last employment relationship an offboarding request arrives; the day after the end date portal access closes.
What to watch for with HR2day and Jira Service Management
- Jira Service Management recognises a customer by email address, so one person is one customer. A supply teacher with contracts at three schools is therefore not created three times, but becomes a member of three organizations, so they can see the shared requests of each school.
- Supply staff and on-call workers in HR2day do not always have a work email. Without an email address Jira Service Management cannot create a customer. KoppelHet skips those employees and reports them, so ICT can decide whether they get an address.
- A new employment relationship for someone who is already a customer only adds an organization and no onboarding request. The service desk therefore gets no laptop request for a supply teacher who has worked at another school for years.
- When one of two employment relationships ends, only the membership of that organization is removed. Only when no employment relationship runs after the end date does KoppelHet revoke portal access.
- HR2day runs on Salesforce, where all integrations of an organisation share a daily maximum of requests. KoppelHet only requests changed employees and employment relationships and does not resend a full list to Jira Service Management every run.
- In HR2day the manager belongs to the department. The request gets the manager of the department of the new employment relationship, so an approval in the request type reaches the school leader of that school.
- Interns and volunteers can have their own contract type in HR2day. Per type KoppelHet picks a different request type, or no request, so an intern only requests an account and not a laptop.
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
Do personnel files or salary data become visible in Jira?
No. The integration only reads name, work email, employment relationships, department and manager. Salary and national ID do not reach the portal.
Can employees also go into Assets?
That can be added later as an extension, with an employee object per person so laptops are linked to someone. We start with customers, organizations and requests.
What if a start date moves?
If the onboarding request is already open, KoppelHet adds a comment with the new date to that request instead of a second request.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HR2day is read through the Salesforce REST API with SOQL queries on the HR2day objects for employee, employment relationship and department, on last modified date. Access through a connected app with an integration user with read-only rights.
- Jira Service Management through /rest/servicedeskapi/ - POST customer (email and displayName), POST and DELETE organization/{organizationId}/user for memberships, PUT customer/user/{accountId}/revoke-portal-only-access on departure. Requests with POST /rest/servicedeskapi/request (serviceDeskId, requestTypeId, requestFieldValues and raiseOnBehalfOf).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HR2day | Field in Jira Service Management | Notes |
|---|---|---|
Werknemersnummer | Sleutel in KoppelHet | Links the HR2day employee to the customer's accountId |
Roepnaam en achternaam | Klant: displayName | |
E-mail werk | Klant: email | No customer without a work email |
Afdeling of locatie per arbeidsrelatie | Organisatie (lidmaatschap) | One membership per current employment relationship |
Eerste begindatum | requestFieldValues: startdatum | |
Soort contract | requestTypeId | For example a short request for interns |
Leidinggevende van de afdeling | requestFieldValues: manager | |
Einde laatste arbeidsrelatie | Offboardingverzoek en portaaltoegang intrekken |
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