Recruitment to HR
Recruitee to Sage HR integration: hired candidates as employees in Sage HR
With an integration between Recruitee and Sage HR, a candidate hired in Recruitee automatically appears as an employee in Sage HR, with start date, position, team, location and manager. The signed contract lands in the employee's document archive, and HR decides when the welcome email leaves Sage HR.
What the integration does
Organisations that use Sage HR for leave, onboarding and files but recruit in Recruitee enter every new employee twice. As long as the colleague is not in Sage HR, the onboarding tasks do not start and the manager cannot approve leave.
- The recruiter marks the candidate as hired and fills in the work email address and start date in Recruitee.
- KoppelHet creates the employee in Sage HR with name, email, start date, position and contact details.
- Right after, KoppelHet sets team, location and manager on the new employee, and fills the agreed custom fields.
- The signed contract from Recruitee is added as a document on the employee, visible only to HR and the employee.
- The onboarding tasks in Sage HR run from the start date; HR chooses when the welcome email goes out.
What to watch for with Recruitee and Sage HR
- Sage HR creates an employee with only personal and address details and a position title. KoppelHet sets team, location and manager in a second call on the employee just created.
- If you leave the start date empty, Sage HR uses today's date. KoppelHet therefore always sends the start date from Recruitee and holds the hire back if it is missing, so leave accrual and onboarding do not start on the wrong day.
- Sage HR can send a welcome email straight away on creation. KoppelHet turns it off by default, so a candidate starting months later does not receive an invitation already.
- Sage HR expects nationality in full, such as Dutch, and the country as a two-letter code. Recruitee addresses are free text, so KoppelHet translates them or leaves them empty for the employee.
- Sage HR only knows contract hours and contract type as custom fields. KoppelHet writes them field by field, and a text field may not exceed 250 characters.
- A document added to Sage HR through the API is only visible to the employee, unless you share it with the manager. KoppelHet puts the signed contract in the category HR chooses for it, without notifying the employee.
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
Why not Sage HR's recruitment module?
That is an option too. If you keep recruiting in Recruitee, vacancies and pipelines stay there and the integration starts at the hire.
What if the candidate worked for us before?
That person is then listed among the terminated employees in Sage HR. KoppelHet creates no new employee but gives HR the rehire as a task.
Does the salary come along?
No. The Sage HR API can read compensation but not write it, so HR records the salary.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Recruitee delivers the hire through the candidate_moved webhook, with the hire stage category in to_stage and an HMAC-SHA256 signature in X-Recruitee-Signature. KoppelHet then fetches candidate, offer and profile fields with the ATS API.
- To Sage HR through the REST API on your own subdomain ({subdomain}.sage.hr/api) with the API key in X-Auth-Token. POST /employees (form data; required email, first_name, last_name; also work_start_date, send_email, position_title, address and phone), then PUT /employees/{id} with team_id, location_id and leader_id, PUT /employees/{id}/custom-fields/{custom_field_id} and POST /documents (multipart, employee_id, category_id, notify).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in Sage HR | Notes |
|---|---|---|
name | first_name en last_name | We split Recruitee's name field |
Zakelijk e-mailadres (profielveld) | email | Required in Sage HR |
Startdatum (profielveld) | work_start_date | Format YYYY-MM-DD; empty becomes today |
Vacaturetitel of functie (profielveld) | position_title | |
phones[0] | mobile_phone | |
offer.department | team_id | Through the list of teams from Sage HR |
placement_locations[0] | location_id | |
E-mail leidinggevende (profielveld) | leader_id | |
Uren per week (profielveld) | Eigen veld in Sage HR | Sage HR has no standard field for contract hours |
Getekend contract (bijlage) | Document in de categorie voor contracten |
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