HR to ITSM
Personio to Ivanti Neurons for ITSM integration: employees from Personio and service requests for joiners and leavers
With an integration between Personio and Ivanti Neurons for ITSM, every employee from Personio is an employee in Ivanti, with department, office and supervisor, and KoppelHet submits a service request as soon as someone in Personio is in onboarding or gets a last working day. The offboarding request targets the last working day; the employee only becomes inactive after the contract end date.
What the integration does
Organisations that have Personio as HR system and run their service desk in Ivanti Neurons for ITSM often hear about new colleagues by email from HR. The service desk then fills in the onboarding form itself, and on a departure it is unclear whether the laptop must be returned on the last working day or on the contract end date.
- Personio reports a new person or a changed employment; KoppelHet fetches the most recent employment.
- KoppelHet creates the employee in Ivanti as soon as the status is onboarding, and links the manager.
- Within the onboarding lead time the service request follows in the new employee's name, with the start date as parameter.
- On a termination KoppelHet submits the offboarding request with the last working day.
- After the contract end date KoppelHet sets the employee in Ivanti to inactive.
What to watch for with Personio and Ivanti
- On a termination Personio has both a last working day and an end date, and they differ when leave is taken or the employee is released from work. The offboarding request in Ivanti gets the last working day, because laptop and badge must be returned then; the employee stays active until the end date for questions about the final pay.
- Someone who has yet to start has the onboarding status in Personio. Ivanti only submits service requests for an employee with a RecID, so KoppelHet creates the employee as soon as that status appears and submits the request later within the lead time.
- Personio returns the supervisor as a reference to another person. KoppelHet looks up that person's work address and uses it to find the employee in Ivanti, so approvals go to the supervisor from Personio.
- Personio has org units of the department type and of the team type. Only the department becomes the employee's department in Ivanti, so Ivanti's department list does not fill up with project teams.
- Not every change to a person in Personio sends a notification, but a change to a custom attribute always does. If for example the desired laptop type is in a custom attribute, an adjustment comes straight through as a parameter in the request; the nightly comparison picks up other fields.
- Personio distinguishes internal and external employees. KoppelHet puts that distinction on the employee and picks a different template in Ivanti for externals, so an external with their own laptop only gets accounts.
- Ivanti asks per service request for the offset from UTC in minutes. KoppelHet derives it from the office in Personio, so the start date for a colleague at an office in another time zone is on the right day in the request.
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
Do salary or leave data go to Ivanti?
No. Only name, work email, job, department, office, supervisor, employee type and the dates.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio through webhooks (Person.created, Person.updated, Employment.created, Employment.updated; not every standard attribute change sends Person.updated) and the Personio API v2 (GET /v2/persons/{id}/employments, most recent first; status ACTIVE, INACTIVE, ONBOARDING or LEAVE, type INTERNAL or EXTERNAL, position.title, supervisor.id, office.id, org_units, termination with termination_date and last_working_day).
- Ivanti through the OData REST API (/api/odata/businessobject/employees with $filter on email address; POST and PATCH) and POST /api/rest/ServiceRequest/new with subscriptionId, strUserId (RecID), strCustomerLocation, parameters par-{RecID} and localOffset. A REST API key (rest_api_key=…) on behalf of a dedicated user and role.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Ivanti | Notes |
|---|---|---|
person.id | Personeelsnummer op de employee | Fixed key |
Voornaam en achternaam | Voornaam en achternaam | |
Werk-e-mailadres | PrimaryEmail en loginnaam | |
position.title | Functietitel | |
org_units (type department) | Afdeling | Teams are not used |
office.id | Locatie, en localOffset van het verzoek | |
supervisor.id | Manager, via het e-mailadres van de supervisor | |
type (INTERNAL of EXTERNAL) | Eigen veld soort medewerker | |
termination.last_working_day | Parameter laatste werkdag van het offboardingverzoek | |
termination.termination_date | Status inactief na die datum |
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