HR to ITSM
Nmbrs SysAid integration: end users per company and requests for joiners and leavers
With an integration between Nmbrs and SysAid, every employee from Nmbrs is an end user in SysAid, under the company of their BV and with department, job title and manager, and KoppelHet creates a request in SysAid for every new employee or end date. Leavers are disabled after the last working day, so their earlier requests remain.
What the integration does
Organisations that run payroll in Nmbrs and use SysAid for their IT service desk often update end users with an import from Excel. Anyone starting between two imports cannot sign in to the portal and calls the service desk.
- Nmbrs reports a change; KoppelHet fetches the employee with company, department, job and manager.
- The company for the Nmbrs company is looked up or created in SysAid.
- KoppelHet creates or updates the end user.
- Within the agreed lead time before the start date, a request for laptop and accounts follows.
- An end date results in an offboarding request; after that date the end user is disabled.
What to watch for with Nmbrs and SysAid
- Each Nmbrs company becomes a company in SysAid, created through the companies endpoint if it is still missing. A new BV in Nmbrs then appears in SysAid without manual work as soon as the first employee falls under it.
- Departments often have the same name per BV in Nmbrs, such as Administration. Because the SysAid API does not create departments, KoppelHet keeps a lookup table per BV to the departmentId and warns on an unknown department.
- SysAid has no field for an employee number, and in Nmbrs that number is unique per BV. KoppelHet therefore links the combination of company code and number to the SysAid ID, so employee 12 of two BVs remains two end users.
- A department or job change is recorded in Nmbrs from a payroll period onwards. KoppelHet updates the end user in SysAid on the first day of that period, not on the day payroll enters it.
- When a former employee returns to the same BV, KoppelHet re-enables the disabled end user instead of creating a new one. A new end user would also count towards the SysAid quota.
- The request in SysAid is in the new employee's name through requestUser and gets the start date as dueDate. A different assignedGroup can apply per BV, for example if a BV has its own IT supplier.
- The daily comparison of all BVs can take many calls. KoppelHet requests end users in pages of 500 and keeps to the limit of 1,000 calls per five minutes.
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
Does this work with several BVs?
Yes. Each Nmbrs company becomes a company in SysAid, with its own departments and, if desired, its own support group.
Does pay or BSN go to SysAid?
No. KoppelHet only reads employee, employment and company data.
What if the department does not exist in SysAid yet?
Then KoppelHet creates the end user without a department and your administrator gets a notification to add the department.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nmbrs 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.
- SysAid through https://{account}.sysaidit.com/connect/v1 with an access token (POST /v1/access-tokens). Companies through GET and POST /companies; end users through GET /end-users (limit 500, offset), POST /end-users and PATCH /end-users/{id} with version and isDisabled.
- Requests through POST /service-records with type request, title, description, requestUser, assignedGroup and dueDate. On 429 KoppelHet waits until X-RateLimit-Reset.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in SysAid | Notes |
|---|---|---|
Zakelijk e-mailadres | userName en userEmail | |
Bedrijfscode + personeelsnummer | Bewaard in KoppelHet bij het SysAid-ID | Unique across all BVs |
Voornaam | firstName | |
Tussenvoegsel + achternaam | lastName | |
Functie | jobTitle | |
Bedrijf | companyId | |
Afdeling | departmentId | Lookup table per company |
Leidinggevende | managerId | |
Datum uit dienst | isDisabled = true | |
Nieuwe medewerker of vertrek | Service record type request, assignedGroup per bedrijf |
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