HR to ITSM
Nmbrs ServiceNow integration: employees per company and onboarding requests in ServiceNow
With an integration between Nmbrs and ServiceNow, employees from all Nmbrs companies are users in ServiceNow, with company, department, job and manager, and KoppelHet creates a request in the ServiceNow service catalog for every new hire, job change or end date. The onboarding request is in the new employee's name, with start date, company and manager, and a leaver becomes inactive after the end date.
What the integration does
Organisations with several BVs in Nmbrs and a shared service desk in ServiceNow for IT, facilities and HR questions only see new employees in ServiceNow weeks later, and leavers stay active. If the same department name exists at several BVs, reports per department are wrong.
- Someone with the right Nmbrs login grants the integration read access to the companies once.
- Companies and departments go to ServiceNow first, each with a code per company.
- The employees follow. ServiceNow updates existing users on company and employee number.
- A job or department change takes effect on the first day of the payroll period it applies to.
- After the end date the user becomes inactive. On return under the same number they become active again.
- For a new employee KoppelHet orders the onboarding item from the service catalog, in the new user's name and with the company as a variable.
- A job or department change results in a change request, an end date in an offboarding request one week before the last working day.
What to watch for with Nmbrs and ServiceNow
- A payroll administration sometimes enters a new employee in Nmbrs only shortly before the first payroll run. If the start date is already within the lead time, the onboarding request comes straight away; the earlier payroll enters it, the more time IT has.
- Because a job change in Nmbrs takes effect per payroll period, the change request for access and equipment gets the first day of that period as its requested date.
- A former employee returning under the same employee number gets a new onboarding request, because it is a new employment. The request refers to the existing user, who becomes active again.
- Employee numbers in Nmbrs are unique per company, not across the whole environment. ServiceNow updates users on one key, so KoppelHet puts the company code in front of the number, so two employees numbered 1001 remain two users.
- Departments in Nmbrs are lists per company, and the same name occurs at several BVs. KoppelHet creates a separate department per company in ServiceNow, so reports and assignment per BV are right.
- A job or department change in Nmbrs applies per payroll period, not per day. KoppelHet applies it in ServiceNow on the first day of that period.
- A returning employee gets a new employment in Nmbrs under the same employee number. KoppelHet reactivates the existing user in ServiceNow, so earlier tickets and lent equipment stay with the same person.
- Nmbrs knows a manager's number, name and email address. KoppelHet looks up the manager in ServiceNow by email address, so a manager employed by another BV also receives approvals.
- The integration uses Nmbrs' new interface, because the old one stops on 1 March 2027. That requires an employer-level login; if payroll runs through an accounting firm, the firm creates it.
- The integration only reads personal, employment and organisation data in Nmbrs. Pay, BSN and bank details do not reach ServiceNow.
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. KoppelHet orders the onboarding item from your service catalog for a new employee and the offboarding item for an end date, one week ahead. A different item or team can apply per company.
We use Nmbrs through our accounting firm. Is that possible?
Yes. The firm creates an employer-level login for the integration; a general firm login does not work for this.
Do employees without a computer also get a user?
That is up to you. Even without their own computer an employee can raise a ticket through the portal, so we often include everyone.
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.
- 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 stops on 1 March 2027.
- ServiceNow is written through the Import Set API (insertMultiple) into staging tables with transform maps and coalesce on employee_number; with run_after, core_company and cmn_department are processed before sys_user.
- Tickets through the Service Catalog API: POST /api/sn_sc/servicecatalog/items/{sys_id}/order_now with the catalog variables in variables and the user in sysparm_requested_for. This creates a request (REQ) with a requested item (RITM); the catalog item's flow creates the catalog tasks (sc_task) per assignment group. A note on an open request goes through the Table API on sc_req_item. KoppelHet stores the RITM number per employee per event.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in ServiceNow | Notes |
|---|---|---|
Bedrijf en personeelsnummer | employee_number | Company code before the number; key for updating |
Roepnaam | first_name | |
Achternaam volgens naamstelling | last_name | |
Zakelijk e-mailadres | email | |
Functie | title | |
Afdeling | department (cmn_department) | Per company, with company code |
Bedrijf | company (core_company) | |
Leidinggevende (e-mailadres) | manager (sys_user) | |
Datum uit dienst | active = false | |
Indiensttreding, wijziging of vertrek | Catalogusitem voor onboarding, wijziging of offboarding | A separate item per event, chosen at the start |
Gesynchroniseerde gebruiker | sysparm_requested_for | The request is in the name of the new employee |
Datum in dienst of datum uit dienst | Variabele startdatum of laatste werkdag | |
Leidinggevende (e-mailadres) | Variabele manager (verwijzing naar sys_user) | |
Bedrijf | Variabele locatie (cmn_location) | |
Functie | Variabele functie | |
Afdeling of team | Toewijzingsgroep van de catalog tasks | Through the catalog item flow |
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