Recruitment to HR
Recruitee to Visma YouServe integration: hired candidate as a new hire in YouServe
With an integration between Recruitee and Visma YouServe, a candidate marked Hired in Recruitee goes to YouServe automatically as a new hire, with personal data, start date, job, department and hours. YouServe then starts the process you have set up, and KoppelHet shows whether the hire succeeded.
What the integration does
Employers that recruit in Recruitee and have HR administration and payroll at Visma YouServe fill in a form for YouServe after a hire, with data that is already in Recruitee. If something is missing, the payroll service only notices once the new colleague has started.
- The recruiter fills in start date, job, department and hours and moves the candidate to Hired.
- KoppelHet fetches the candidate and checks that everything YouServe requires is present.
- The candidate goes to YouServe, which checks the data and starts the agreed process.
- KoppelHet follows processing until YouServe has accepted the hire.
- If the candidate is rejected, the reason shows in the KoppelHet platform and the recruiter can fix it in Recruitee.
What to watch for with Recruitee and Visma YouServe
- YouServe only accepts a candidate with a private email address and at least one phone number. In Recruitee a phone number is not always filled in. KoppelHet checks this at the Hired stage and reports it straight away, instead of sending a hire YouServe will reject.
- Recruitee has no standard fields for start date, hours or contract type; we capture those in custom fields. YouServe has thirty free text fields on the candidate. Anything without a fixed place, such as contract type or probation period, KoppelHet puts in those text fields, in a format agreed with the payroll service.
- YouServe processes a submitted candidate in the background and gives the manager no message if the hire fails. KoppelHet therefore follows the status itself. A rejected candidate does not go unnoticed and shows with the reason in the KoppelHet platform.
- YouServe does not retry a failed hire. After the fix in Recruitee KoppelHet submits the candidate again, with the same Recruitee number, so YouServe sees it is the same candidate.
- Department and job must exist in YouServe, and jobs can be set up there per client or per employer. KoppelHet puts the valid departments and jobs as picklists in Recruitee, so the recruiter only picks values YouServe knows.
- After receipt YouServe can start an identity check. For that YouServe uses the private email address from Recruitee, so it must be the address the candidate actually responds to, not an agency address.
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
Is the new employee final in YouServe straight away?
That depends on your setup in YouServe. After receipt YouServe starts the process configured for you, for example a check by HR.
What if a candidate worked here before?
YouServe can also receive a candidate as a contract change. At the start we agree how a former employee is recognised.
Do rejected applicants go to YouServe too?
No. Only candidates marked Hired go along; the rest stays in Recruitee.
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 the Hired stage and the Recruitee ATS API (name, emails, phones and custom fields for start date, department, job and hours). Webhooks are verified with the X-Recruitee-Signature header.
- YouServe through the API for recruiting systems (POST on recruiting/v1.0/candidates, asynchronous with a processId). YouServe validates, optionally starts an ID scan and then a process according to the customer's setup. Only the status Completed means accepted; failed requests are not reprocessed. Mandatory fields include candidateID, private email and at least one phone number; since 2024 the candidate has thirty custom string fields.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in Visma YouServe | Notes |
|---|---|---|
id (candidate) | candidateID | Mandatory in YouServe; prevents a duplicate hire |
name | Achternaam, voornamen | |
emails[0] | emailAddress (privé) | Mandatory |
phones | PhoneNumbers | At least one mandatory |
Startdatum (custom field) | hireDate | |
Afdeling (custom field, keuzelijst) | organizationalUnit | |
Functie (custom field, keuzelijst) | jobProfile | |
Uren (custom field) | Uren | |
Overige contractvelden (custom fields) | Vrije tekstvelden van de kandidaat |
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