HR to ITSM
Nmbrs Jira Service Management integration: customers, Assets and onboarding requests from payroll
With an integration between Nmbrs and Jira Service Management, every employee from Nmbrs is a customer in the portal and an employee in Assets, and KoppelHet creates a request of the right request type on that employee's behalf for every new hire, job change or end date. After the end date the integration revokes portal access, and IT sees in Assets which hardware has to come back.
What the integration does
Anyone who runs payroll in Nmbrs and uses Jira Service Management for IT, with Assets for laptops and phones, only sees new colleagues as portal customers once they first send an email. In Assets laptops are then linked to names that are no longer right.
- Payroll records a new employee in Nmbrs.
- Nmbrs reports the change; KoppelHet fetches the employee with company, department, job and start date.
- The employee becomes a portal customer and a member of their company's or department's organisation.
- In Assets an employee object appears with company, department, job and start date, so IT can link hardware to it.
- After the end date KoppelHet revokes portal access and sets the employee object to out of service.
- When the start date falls within the agreed lead time, four weeks by default, KoppelHet creates a request of the onboarding request type on behalf of the new customer, with start date, job and manager in the fields.
- A new job or department results in a change request; one week before the last working day an offboarding request arrives for laptop and access.
What to watch for with Nmbrs and Jira Service Management
- Nmbrs reports a new employee as soon as payroll records them. If the start date is then already within the lead time, the onboarding request follows that notification directly, on behalf of the new customer.
- A different request type or service desk can apply per company, for example if one company has its own IT partner. KoppelHet chooses it based on the Nmbrs company.
- Someone moving to another company within the group stays employed. It becomes a change request for workplace and access, not an offboarding followed by an onboarding.
- Jira Service Management normally only creates a customer when someone first emails or opens the portal. KoppelHet creates new employees in advance from Nmbrs, so on day one they are already in the right organisation and can see their team's requests.
- Employee numbers in Nmbrs are unique per company. In Assets KoppelHet uses company code and employee number together as the key, so two employees numbered 12 in different BVs remain two objects.
- Job and department apply per payroll period in Nmbrs. A change from next month only changes the organisation in Jira Service Management when that period starts.
- After leaving, a former employee can still submit requests unless portal access is revoked. KoppelHet revokes it on the day after the end date; earlier requests and the linked hardware in Assets remain visible.
- Assets has its own import entry for external sources, with a fixed schema. KoppelHet delivers the Nmbrs employees there, so hardware hangs on an employee object and not on a loose name that changes with a marriage.
- KoppelHet reads Nmbrs with read-only rights on employee and employment data. Salary and BSN do not reach the platform and so do not end up in Assets.
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 a request of your onboarding request type, four weeks before the start date by default or immediately if it is closer, and an end date in an offboarding request one week ahead.
Do new colleagues need to sign up for the portal themselves?
No. They are already there as customers, in their company's or department's organisation, once payroll records them in Nmbrs.
What happens to a leaver's laptop?
The employee object in Assets is set to out of service, with the hardware attached. IT thus sees what needs to come back.
Does this work with several BVs?
Yes. KoppelHet goes through all the companies you designate, and the company is stored on the employee object in Assets.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. Salary and BSN do not go to Jira Service Management, and every action is in the audit logging.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nmbrs is read through the Nmbrs REST API with OAuth 2.0 and read-only scopes for employee and employment data and the company structure, per company; webhooks on changes. The SOAP API is retired from 1 March 2027.
- Jira Service Management through the REST API under /rest/servicedeskapi/ - POST customer (email and displayName), PUT customer/user/{accountId}/revoke-portal-only-access and organization with users. Assets through the import source API (schema-and-mapping, executions, data) with the scope import:import-configuration:cmdb.
- Requests through POST /rest/servicedeskapi/request with serviceDeskId, requestTypeId and requestFieldValues (including summary, start date and custom fields), and raiseOnBehalfOf with the accountId of the customer the integration created. KoppelHet fetches the fields per request type through GET /rest/servicedeskapi/servicedesk/{serviceDeskId}/requesttype/{requestTypeId}/field. A comment on an open request through POST /rest/servicedeskapi/request/{issueIdOrKey}/comment.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in Jira Service Management | Notes |
|---|---|---|
Bedrijfscode + personeelsnummer | Assets: medewerkernummer (sleutel) | Unique across all BVs |
Voornaam, tussenvoegsel en achternaam | Klant: displayName | |
Zakelijk e-mailadres | Klant: email | |
Bedrijf of afdeling | Organisatie | As preferred |
Bedrijf | Assets: bedrijf | |
Afdeling | Assets: afdeling | |
Functie | Assets: functie | |
Leidinggevende | Assets: manager (verwijzing) | |
Datum in dienst en datum uit dienst | Assets: start, einde en status | |
Indiensttreding, wijziging of vertrek | requestTypeId | Request type for onboarding, change or offboarding |
Klant die de koppeling aanmaakte | raiseOnBehalfOf (accountId) | The request is in the employee's name |
Datum in dienst of datum uit dienst | requestFieldValues: startdatum of laatste werkdag | |
Functie en leidinggevende | requestFieldValues: functie en manager | |
Afdeling of locatie | Servicedesk en queue van het request type |
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