Recruitment to HR
OTYS to AFAS integration: hired candidate starts onboarding in AFAS
With an integration between OTYS and AFAS Profit, a candidate hired in OTYS automatically starts the onboarding process in AFAS, with name, contact details, start date, job and department already filled in. OTYS has its own AFAS integration that mainly exchanges candidates, relations and placements for agencies; KoppelHet comes in when an employer wants its own new hires to go through the AFAS onboarding.
What the integration does
Organisations that recruit with OTYS and run HR and payroll in AFAS Profit retype a new employee's data in AFAS as soon as the signed contract comes back, while the recruiter already has it in OTYS. Departments are named differently in OTYS than in AFAS, and a candidate who was employed before then appears twice in AFAS.
- Every night the current departments and jobs from AFAS are available in OTYS, so vacancies are linked to them.
- The recruiter marks the candidate as hired and fills in start date and hours.
- OTYS reports the change; KoppelHet retrieves the candidate and the vacancy.
- KoppelHet checks whether the candidate was in AFAS before and then starts the onboarding process, with the existing employee or as a new one.
- HR completes in AFAS what only HR knows, such as BSN and payroll tax credit, and finishes the onboarding.
Back: Organisational units and jobs from AFAS
What to watch for with OTYS and AFAS Profit
- OTYS has its own AFAS integration for candidates, relations, contacts and placements, aimed at recruitment and payroll for agencies. An employer hiring its own staff instead wants to start the onboarding in AFAS. KoppelHet builds that step.
- A placement of a temporary worker in AFAS requires an existing employee, a client agreement and a job included in that agreement. For your own employee none of that is needed. KoppelHet chooses per vacancy in OTYS which route applies, so a permanent hire does not land in AFAS as a placement.
- OTYS asks to be notified at least two weeks before any new integration goes live, and the API key comes through support or the Customer Success Manager. We put both steps at the start of the plan.
- OTYS can report that something has changed, so a hired candidate can go to AFAS straight away. Rejected applicants stay in OTYS; only hired candidates reach AFAS.
- A former employee who applies again through OTYS is looked up in AFAS by name and date of birth. The onboarding then uses the existing employee, so history and employee number are kept.
- Departments and jobs come from AFAS as picklists in OTYS. Every vacancy is then linked to a department AFAS knows, and onboarding does not get stuck on an unknown department.
- The integration gets its own app connector in AFAS with only the connectors it needs, separate from the OTYS agency integration or other integrations. Access can then be revoked per integration.
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
Doesn't OTYS already have an integration with AFAS?
Yes, focused on candidates, relations and placements. For agencies that is often the best choice. For an employer that wants to start onboarding in AFAS, KoppelHet builds that step.
Is the BSN sent from OTYS?
Not by default. The new hire or HR enters it in AFAS, so it does not need to be in the recruitment system.
How long before we can go live?
Allow two to four weeks. OTYS wants to know two weeks in advance when the integration goes live; we include that in the plan.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- OTYS is read through the OTYS Web API. The API key is exchanged for a JSON Web Token that stays valid until the expires_at date; webhooks report changes. Documentation in Swagger and ReDoc on webapi.otys.app, with a test environment on webapi-test.otys.app.
- AFAS is written through the HrOnboarding UpdateConnector, which starts the onboarding process; for an existing employee the employee number (EmId) is passed. Departments and jobs are read with a dedicated GetConnector. Authentication with OAuth; the AFAS classic token expires on 31 August 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in OTYS | Field in AFAS Profit | Notes |
|---|---|---|
Voornaam, tussenvoegsel, achternaam | Voornaam, voorvoegsel, achternaam | |
E-mail en telefoon kandidaat | E-mail privé en telefoon privé | |
Adres kandidaat | Adres | |
Geboortedatum | Geboortedatum | Also used to find a former employee |
Startdatum (vacature of procedure) | Datum in dienst | |
Uren per week | Rooster | |
Functie van de vacature | Functie | Picklist from AFAS |
Afdeling van de vacature | Organisatorische eenheid | Picklist from AFAS |
Related
ADP Workforce Now → AFAS Profit
ADP Workforce Now to AFAS integration: Dutch employees from the US HR system in AFAS Profit
AFAS Profit → 4PS Construct
AFAS to 4PS Construct integration: payroll journal per employer in the right 4PS company
AFAS Profit → Adobe Creative Cloud
AFAS to Adobe Creative Cloud integration: users and product profiles from AFAS Profit
AFAS Profit → AG5
AFAS to AG5 integration: employees, employments and absence from AFAS Profit in the skills matrix