Recruitment to HR
Recruitee to Darwinbox integration: hired candidates as pending employees in Darwinbox
With an integration between Recruitee and Darwinbox, a candidate hired in Recruitee automatically arrives as a pending employee in Darwinbox, with designation code, office location, employee type, date of joining and manager. HR then activates the employee in Darwinbox, and the CV from Recruitee is already in the file.
What the integration does
Organisations that use Darwinbox globally as HR system and recruit for their European offices in Recruitee enter every hire into Darwinbox by hand. The fixed codes for designation and location are then retyped, and an error there gives a wrong reporting line or a wrong schedule.
- KoppelHet fetches the designations, office locations and departments from Darwinbox daily.
- The recruiter marks the candidate as hired in Recruitee, with work email, date of joining, date of birth and gender in the profile fields.
- KoppelHet creates a pending employee in Darwinbox with the right codes.
- The CV from Recruitee is added as a document on the new employee.
- HR checks the employee and activates them in Darwinbox.
What to watch for with Recruitee and Darwinbox
- Darwinbox first places a new employee through the API as a pending employee. Only a separate activation turns them into an active employee, so HR checks before the starter counts in Darwinbox.
- Darwinbox requires a date of birth and a gender for a new employee. Recruitee does not ask for those by default, so KoppelHet adds profile fields that the recruiter fills in at the hire.
- Designation and office location go to Darwinbox as codes, not as names. KoppelHet translates the job and placement location from Recruitee into the codes from Darwinbox's master data.
- Darwinbox expects dates as day-month-year with dashes. Recruitee gives dates in ISO format, so KoppelHet converts them before the hire is sent.
- Activation in Darwinbox works on the internal user ID, not on the employee number. KoppelHet stores that ID with the candidate, so activating or retrying lands on the right employee.
- A document for Darwinbox must be zipped and delivered as base64, with a fixed type such as resume. KoppelHet packs the CV from Recruitee that way and attaches it to the employee.
- Darwinbox only opens API access on request and issues an API key per endpoint. The customer requests that access; KoppelHet only uses the keys for creating, activating and documents.
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
Darwinbox has its own recruitment module. Why Recruitee?
Some organisations recruit locally in Recruitee and run HR globally in Darwinbox. This integration connects the two at the hire.
Can KoppelHet activate itself?
Yes, but by default we leave it to HR, so the check stays in Darwinbox.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Recruitee is read through the candidate_moved webhook with the hire stage category and a signature in X-Recruitee-Signature, plus the ATS API for offer, profile fields and CV.
- To Darwinbox through the Employee Core inbound APIs with basic auth plus an api_key per endpoint - POST importapi/add (employees object with fields such as Firstname*, Lastname*, Email*, Date of Joining*, Date of Birth*, Employee Type*, Designation Code*, Office Location Work Area Code*, Gender*, Selfservice*), POST importapi/activate with user_ids and POST Employeedocs/StandardDoc (type resume, attachment as base64 of a zip). Master data through orgmasterapi/designationlist, officelocationlist and departmentlist.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in Darwinbox | Notes |
|---|---|---|
name | Firstname*, Middle Name en Lastname* | Recruitee name split |
Zakelijk e-mailadres (profielveld) | Email* | |
emails[0] | Personal Email ID | |
Startdatum (profielveld) | Date of Joining* | Format DD-MM-YYYY |
Geboortedatum (profielveld) | Date of Birth* | |
Geslacht (profielveld) | Gender* | |
Vacature (vertaaltabel) | Designation Code* en Employee Type* | |
placement_locations[0] | Office Location Work Area Code* | |
E-mail leidinggevende (profielveld) | Manager Email/Employee Number | |
phones[0] | Personal Mobile No | |
Cv van de kandidaat | Standaarddocument van het type resume |
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