HHRecruitment to HR
Recruitee to Hailey HR integration: hired candidates as employees in Hailey
With an integration between Recruitee and Hailey HR, a candidate hired in Recruitee automatically arrives as an employee in Hailey, with work email, start date, legal entity, department, location, team, title and manager. The signed contract goes to the employee's document folder in Hailey.
What the integration does
Organisations that use Hailey HR and recruit in Recruitee only create the new colleague in Hailey once HR gets round to it. Until then the manager does not see the starter in Hailey, and onboarding there starts late.
- The recruiter marks the candidate as hired and fills in the work email address and start date in Recruitee.
- KoppelHet looks up the right entity, department, location, teams and title in Hailey for the job.
- KoppelHet creates the employee in Hailey, with the manager as an existing employee.
- KoppelHet then fills agreed custom fields, such as contract hours, on the employee.
- The signed contract from Recruitee is added as a pdf to the employee's document folder.
What to watch for with Recruitee and Hailey HR
- Hailey has two ways to deliver a starter. With InitiateHiring Hailey starts its own hiring process with a task, and with the quick add an employee is created directly. KoppelHet chooses per organisation which route fits.
- For InitiateHiring Hailey wants both the private address and a work email address. Recruitee only knows the candidate's private address, so the work address is recorded in a profile field in advance.
- A new employee in Hailey requires a work email address and a start date. If either is missing in Recruitee, KoppelHet holds the hire and reports it to HR.
- Teams and titles are lists in Hailey, so someone can be in several teams. Recruitee has one department per job; KoppelHet translates it into one or more teams using a table HR maintains.
- Documents in Hailey may be at most 30 MB and must have a fixed file type, such as pdf or docx. KoppelHet checks the contract from Recruitee for that before sending it.
- The Hailey API token is valid for a year and can be extended without changing. KoppelHet extends it in time, so hires do not fail on an expired token.
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
Which route do we choose, InitiateHiring or an employee directly?
If HR works with a fixed hiring process in Hailey, InitiateHiring. If HR wants the starter in Hailey straight away with department and manager, the quick add.
Does the salary come along?
No. The Hailey API can read salaries but not create them, so HR records the salary in Hailey.
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 to a stage with the hire category, with an HMAC signature in X-Recruitee-Signature, and the ATS API for offer and profile fields.
- To Hailey through the Hailey HR API (v1) with a personal access token. POST /Employee (required firstName, lastName, companyEmail, startDate; also departmentId, legalEntityId, costCenterId, businessAreaId, locationId, reportsToEmployeeId, teamIds, titleIds) or POST /InitiateHiring (candidateFirstName, candidateLastName, candidatePrivateEmail, companyEmail). Custom fields through PUT /Employee/{employeeId}/CustomEmployeeField, documents through POST /EmployeeDocuments/{employeeId} (multipart, folderId optional). Token extended with POST /PersonalAccessToken/Extend.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in Hailey HR | Notes |
|---|---|---|
name | firstName en lastName | Recruitee name split |
Zakelijk e-mailadres (profielveld) | companyEmail | Required in Hailey |
Startdatum (profielveld) | startDate | Required in Hailey |
Vacature (vertaaltabel) | legalEntityId, departmentId en costCenterId | |
placement_locations[0] | locationId | |
offer.department | teamIds | |
Vacaturetitel | titleIds | |
E-mail leidinggevende (profielveld) | reportsToEmployeeId | |
Uren per week (profielveld) | Eigen medewerkerveld | |
Getekend contract (bijlage) | Document in de map van de medewerker |
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