HR to ITSM
Loket Jira Service Management integration: portal customers, organisations per employer and onboarding requests
With an integration between Loket and Jira Service Management, every employee from Loket is a customer in the Jira Service Management portal, in their employer's organisation, and KoppelHet creates a request on that employee's behalf for every new or ended employment. After the end date the integration revokes portal access; earlier requests stay visible.
What the integration does
Organisations that run payroll through Loket, often with an accounting firm, and use Jira Service Management for IT usually hear about a new employee through an email from HR. The onboarding request is then submitted by someone other than the employee and is not in their name.
- KoppelHet fetches the changes to employees and employments per employer from Loket.
- Each employer is an organisation in Jira Service Management; the employee becomes a customer and member of that organisation.
- Within the agreed lead time before the start date, KoppelHet creates a request of the onboarding request type, on behalf of the employee.
- At the end of the employment an offboarding request follows with the reason for leaving.
- The day after the end date KoppelHet revokes portal access.
What to watch for with Loket and Jira Service Management
- Loket only has email recipients for an event and no message to another system. KoppelHet therefore requests the changes per employer several times a day, and only then creates the customer and request in Jira Service Management.
- A customer in Jira Service Management has no field for an employee number. KoppelHet keeps track of which accountId belongs to which employer and employee number itself, because numbers in Loket restart per employer.
- Employers in Loket become organisations in Jira Service Management. Employees of the same employer can then see each other's requests if your portal allows it, and a service desk per employer can filter on the organisation.
- A new employee can first exist as a concept in Loket, before payroll makes them final. The onboarding request waits for the final employee, so no portal customer is created for someone who does not start.
- The business email is often only in Loket after the start. Jira Service Management creates a customer on email address; as long as it is missing, KoppelHet raises the request on behalf of the manager and refers to the new employee.
- Loket records a reason when an employment ends. KoppelHet puts it in a field of the offboarding request, so IT acts differently for an immediate departure than for a contract that runs out.
- When a new employment directly follows a temporary contract, the customer stays active. No offboarding request is raised and portal access remains.
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
Our accounting firm manages Loket. Can the integration still work?
Yes. The integration needs a Loket user that may read the employers; the firm can grant that access.
Do new employees need to sign up for the portal themselves?
No. As soon as the business email is in Loket, KoppelHet creates the customer in the employer's organisation.
Do you use Assets as well?
Not in this smallest setup. Employees as objects in Assets can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Loket through the Loket REST API with OAuth 2.0 (authorization code flow with refresh token), per employer. Employee with employeeNumber, firstName, prefix, lastName and businessEmailAddress; employment with start date, endDate and endOfEmploymentReason; concepts through /conceptemployees.
- Jira Service Management through /rest/servicedeskapi/: POST customer (email and displayName), organization with users, and PUT customer/user/{accountId}/revoke-portal-only-access (204 on success).
- Requests through POST /rest/servicedeskapi/request with serviceDeskId, requestTypeId, requestFieldValues and raiseOnBehalfOf. KoppelHet fetches the fields per request type through /rest/servicedeskapi/servicedesk/{serviceDeskId}/requesttype/{requestTypeId}/field.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Loket | Field in Jira Service Management | Notes |
|---|---|---|
businessEmailAddress | Klant: email | |
firstName, prefix en lastName | Klant: displayName | |
Werkgever | Organisatie | One per employer |
Werkgever + employeeNumber | Bewaard in KoppelHet bij het accountId | Numbers run per employer |
Nieuw dienstverband of einde dienstverband | requestTypeId | |
Klant die de koppeling aanmaakte | raiseOnBehalfOf (accountId) | |
Begindatum of endDate | requestFieldValues: startdatum of laatste werkdag | |
Afdeling en functie | requestFieldValues: afdeling en functie | |
endOfEmploymentReason | requestFieldValues: reden van vertrek |
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