HR to ITSM
Loket ManageEngine ServiceDesk Plus integration: users per employer and requests on joining and leaving
With an integration between Loket and ManageEngine ServiceDesk Plus, every employee from Loket becomes a user in ServiceDesk Plus, with employer, department and job, and KoppelHet creates a request on the right template for a new employment and before it ends. The ServiceDesk Plus API cannot change a user's status; disabling after departure is therefore a task in the offboarding request.
What the integration does
Organisations that use Loket for payroll and ServiceDesk Plus for IT often import users into ServiceDesk Plus from Active Directory. A new colleague only exists there once IT has already created the account, which in turn waits for an email from HR.
- KoppelHet fetches the changed employees and employments per employer from Loket.
- In ServiceDesk Plus KoppelHet creates or updates the user on employee number, in their employer's department.
- For a new employment KoppelHet creates a request on the onboarding template, with the start date as due date.
- For an end of employment a request follows on the offboarding template, with the reason from Loket.
- The technician disables the user after the last day as a task in that request.
What to watch for with Loket and ManageEngine ServiceDesk Plus
- In ServiceDesk Plus a user's status is read-only in the API. KoppelHet therefore cannot disable a departed employee itself; the offboarding request gets a task for it with the last day from Loket as due date.
- The employee number of a user in ServiceDesk Plus is meant to be unique. Because Loket numbers per employer, KoppelHet puts the employer code in front, so two employees with number 1012 do not end up on one user.
- In ServiceDesk Plus the site hangs off the department. KoppelHet creates the departments from Loket per employer under that employer's site, so requests automatically land with the right site and group.
- ServiceDesk Plus wants the due date of a request in milliseconds since 1970. KoppelHet converts the start date from Loket to the start of that working day in Dutch time.
- A request in ServiceDesk Plus has a requester with an email address. If a new employee has no business address in Loket yet, the onboarding request is in the name of that employer's fixed HR requester, with the new colleague in the subject.
- Loket records a reason at the end of an employment. KoppelHet puts it in a custom field of the offboarding request, so a rule in ServiceDesk Plus has access blocked straight away for a dismissal.
- Loket sends no messages to other systems. KoppelHet requests the changes per employer a few times a day, and skips concept employees until they are actually hired.
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
Can't the integration just disable users in ServiceDesk Plus?
Not through the users API; the status is read-only there. That is why disabling is a task in the offboarding request, or it happens through the AD import if you run one.
Does this work with the cloud version and on-premise?
Both have the v3 API. For on-premise KoppelHet must be able to reach the server; we arrange that during the intake.
Does salary data go to ServiceDesk Plus?
No. Only name, business email, job title, department, employer, dates and the reason for leaving.
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; departments per employer and concepts through /conceptemployees.
- ServiceDesk Plus through the v3 API with the headers authtoken and Accept application/vnd.manageengine.sdp.v3+json: POST /api/v3/users and PUT /api/v3/users/{user_id} with input_data (name required, employee_id, email_id, login_name, jobtitle, department, user_udf_fields; status read-only). Requests through POST /api/v3/requests with subject, requester (email_id), template, site, group and due_by_time in milliseconds.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Loket | Field in ManageEngine ServiceDesk Plus | Notes |
|---|---|---|
Werkgever + employeeNumber | employee_id | Unique across all employers |
firstName, prefix, lastName | name | |
businessEmailAddress | email_id en login_name | |
Functie | jobtitle | |
Afdeling van de werkgever | department | |
Werkgever | user_udf_fields | |
Begindatum dienstverband | due_by_time op het onboardingrequest | Milliseconds since 1970 |
endDate en endOfEmploymentReason | Offboardingrequest (template, udf_fields) |
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