HR to ITSM
Loket TOPdesk integration: people and onboarding tickets from payroll
With an integration between Loket and TOPdesk, employees from Loket are persons in TOPdesk, with department, branch and manager, and KoppelHet creates an incident or change for the right operator group for every new colleague, job change or departure. A new employee starts an onboarding incident or a change from your template, and one week before the end of employment an offboarding ticket arrives.
What the integration does
At employers with Loket for payroll and TOPdesk for IT and facilities, the payroll bureau is the first to know who is starting, while the service desk hears it from the manager, often on the first working day. Departed employees remain as persons in TOPdesk.
- Payroll records a new employee in Loket and converts the concept.
- KoppelHet goes through the changes since the previous round per employer.
- In TOPdesk the employee is added as a person at their employer's branch, with department and job title; an onboarding change from your template starts with the start date.
- A new organisational unit in Loket changes the department in TOPdesk.
- One week before the last working day an offboarding ticket arrives for laptop, badge and access; after the last working day KoppelHet archives the person.
- The onboarding incident is in the new colleague's name and goes to the operator group of the branch, with the start date as target date and job, department and manager in the text. If the service desk wants fixed tasks, it becomes a change from a template.
- A new job or department results in a change ticket, so IT adjusts access and equipment.
What to watch for with Loket and TOPdesk
- Each employer in Loket can have its own IT or facilities team. KoppelHet chooses the ticket's operator group per employer, so a new colleague at one employer does not end up with the other's team.
- With a temporary contract the end date of employment is often in Loket from day one. The offboarding ticket only arrives one week before that date, and is dropped if a new employment follows on.
- If someone leaves with immediate effect, payroll records an end date in the past or today. KoppelHet then creates the offboarding ticket in the next run, so access can be revoked the same day.
- On an event Loket only emails people, it sends no message to TOPdesk. KoppelHet therefore goes through the changes to employee and employment per employer several times a day.
- Employee numbers in Loket are per employer. KoppelHet puts an employer code before the number, within the twenty characters TOPdesk allows for the employee number, so number 88 of two employers remains two people.
- Loket keeps prefix and surname separately, and so does TOPdesk. KoppelHet takes them over separately, so searching by surname in TOPdesk works, and does not use the formal rendering meant for the payslip.
- A new employee often exists in Loket first as a concept. KoppelHet only creates the person and the onboarding change once the concept is converted, or already at the concept stage if the service desk wants more preparation time.
- Each employer in Loket becomes a branch in TOPdesk. Departments must have unique names in TOPdesk, so two locations with a department Wonen get the employer in the name.
- On departure KoppelHet archives the person instead of deleting them. Tickets and history thus remain visible, and a linked operator in TOPdesk is archived too.
- Loket records a reason for leaving at the end of the employment. If TOPdesk asks for a reason when archiving, KoppelHet converts the Loket reason into an archiving reason your service desk uses.
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 we also have tickets created for onboarding and offboarding?
Yes. A new employee results in an onboarding incident or a change from your template, four weeks before the start date by default or immediately if it is closer, and an offboarding ticket one week before the end of employment.
When does the service desk see a new colleague?
The same day payroll records them in Loket, with the start date in the onboarding change.
Does this work if a payroll bureau manages Loket for us?
Yes. The bureau gives the integration read access to your employers; otherwise nothing changes for the bureau.
Who decides what is in the onboarding change?
Your service desk, through a template in TOPdesk. KoppelHet fills it with the person, the branch and the start date.
What can be traced afterwards for an audit?
Every action of the integration is recorded in the audit logging of the KoppelHet platform. KoppelHet works with an ISO 27001 certified management system.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Loket is read through the Loket REST API with OAuth (authorization code flow with refresh token), per employer through the changes to employee and employment. Fields include employeeNumber, firstName, prefix, lastName, organisational unit, job and start and end date of the employment. Event notifications in Loket are email recipients only.
- TOPdesk is written through the TOPdesk REST API (Supporting Files for people, departments and branches; Change for changes from a template). employeeNumber up to 20 characters, firstName up to 30, prefixes up to 10, surName up to 50.
- Tickets through the TOPdesk REST API: incidents with POST /tas/api/incidents (callerLookup to the person, briefDescription, request, category, operatorGroup, targetDate and externalNumber), or changes with POST /tas/api/operatorChanges from a template (template and requester). KoppelHet stores per employee which incident or change has already been created, per hire and per end date.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Loket | Field in TOPdesk | Notes |
|---|---|---|
Werkgeverscode + employeeNumber | employeeNumber | Unique across all employers, at most 20 characters |
firstName | firstName | At most 30 characters |
prefix | prefixes | At most 10 characters |
lastName | surName | At most 50 characters |
Werkgever | branch | |
Organisatorische eenheid | department | With the employer added if two employers use the same name |
Functie | jobTitle | |
Begindatum dienstverband | Onboardingwijziging | |
Einddatum dienstverband | Archiveren en offboardingwijziging | |
Indiensttreding, wijziging of vertrek | Melding (incidents) of wijziging uit sjabloon (operatorChanges) | Chosen per event at the start |
Gesynchroniseerde persoon | callerLookup of requester | The ticket is in the employee's name |
Begindatum of einddatum dienstverband | targetDate en briefDescription | For example Onboarding 01-11-2026: name |
Functie, afdeling en leidinggevende | request (tekst van de melding) | |
Vestiging of afdeling | operatorGroup en category | Operator group per branch |
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