Recruitment to HR
Recruitee to SDB integration: hired care staff straight into the SDB HR intake
With an integration between Recruitee and SDB HR / Payroll, a candidate moved to Hired in Recruitee automatically appears in SDB as a new employee, with location, job, start date and hours, ready for intake. Personnel administration only completes in SDB what the recruitment side does not know, such as the collective agreement grading, and scheduling and the care record then receive the employee from SDB.
What the integration does
Care organisations that recruit in Recruitee and work with SDB for HR, payroll and planning email every hire to HR administration, which retypes the data into SDB. Until that is done, the planner cannot schedule the new colleague and there is no access to the client record system at the first shift.
- At the hire the recruiter fills in start date, hours, contract type and location in Recruitee.
- As soon as the candidate is in the Hired stage, KoppelHet retrieves the data from Recruitee.
- The candidate arrives in SDB as a new employee with an employment, at the location and job from the lookup table.
- Personnel administration adds the collective agreement grading and payroll tax data in SDB and completes the intake.
- From SDB, scheduling, the care record and the learning environment receive the new employee, just as with manual entry.
What to watch for with Recruitee and SDB
- SDB has its own recruitment and selection module. Those who recruit in Recruitee do not use it and only start in SDB at the intake. The integration covers exactly that handover, so no duplicate candidate administration appears.
- SDB passes new employees on to scheduling, the care record and the learning environment without manual work. A Recruitee hire that is in SDB on time therefore also means a roster and care record access from the first shift. The integration therefore runs right after the hire and not in a nightly batch.
- SDB has the care collective agreements built in, with the grading that goes with them. Recruitee only knows the job and the agreed hours. KoppelHet prepares job and hours; the scale and step are chosen by personnel administration in SDB.
- Care organisations also recruit volunteers in Recruitee, who get no employment. SDB has a separate volunteer administration for them. KoppelHet recognises the volunteer vacancies and does not create those hires as employees in SDB.
- Recruitee does not report a separate Hired moment, but a move to a stage. KoppelHet only reacts to a stage of the Hired type, so a custom stage name per location, such as Contract signed, simply works.
- If a candidate is rejected in Recruitee after Hired, personnel administration receives an alert. They decide in SDB whether the intake stops, because the employment may already have been passed on to scheduling.
- SDB can have HR documents signed digitally. If you use that for the employment contract, SDB produces the contract from the collective agreement data held there. Recruitee then stays for the offer and contact with the candidate, and the integration sends no contract file.
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 use SDB's recruitment and selection module?
You can, but those already using Recruitee for the careers site and job channels do not need to switch. The integration makes sure the hire is in SDB straight away.
Are BSN and IBAN passed on from Recruitee?
Not by default. The new employee fills them in during the intake in SDB. That way they are not stored in the recruitment system.
What if the candidate worked here before?
KoppelHet first searches by name and date of birth. On a match we do not create a new employee, but prepare the new employment for personnel administration.
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 (subtype stage_changed with to_stage.category hire, and disqualified for a rejection after hire), verified with the X-Recruitee-Signature header (HMAC-SHA256), and the ATS API with profile fields. Recruitee retries a failed notification up to nine times; KoppelHet processes each hire once.
- SDB publishes no public API documentation. Which SDB interface receives the new employee is agreed per customer with SDB.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in SDB | Notes |
|---|---|---|
name | Voornaam, voorvoegsel, achternaam | Name prefix separate |
Profielveld geboortedatum | Geboortedatum | |
Profielveld adres | Straat, huisnummer, postcode, plaats | |
emails[0] en phones[0] | Privé e-mail en mobiel nummer | |
Profielveld startdatum | Datum in dienst | |
Profielveld uren per week | Contracturen | |
Profielveld contractsoort | Soort dienstverband | Permanent, fixed-term or on-call |
Vacature (offer): afdeling en locatie | Organisatie-eenheid in SDB | Through a lookup table |
Vacature (offer): functie | Functie in SDB | HR adds the collective agreement grading |
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