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SuccessFactors to HubSpot integration: commercial employees from Employee Central as HubSpot users
With an integration between SAP SuccessFactors and HubSpot, a new employee in a sales, marketing or service job in Employee Central automatically gets a HubSpot user, with permission set, team and the time zone from their job information. During leave the user stays with an out-of-office, and on departure HubSpot access goes on the last working day.
What the integration does
Organisations that manage employees in several countries in SAP SuccessFactors and have commercial teams work in HubSpot often request HubSpot users per country through a ticket. Permissions and teams then lag behind Employee Central, meeting pages show the wrong time zone, and users of leavers keep occupying a paid seat.
- Together we select the job codes and departments in Employee Central that get a HubSpot user, with the permission set per job code.
- KoppelHet reads the changed job information and, for a new employee, requests the position as it applies on the start date.
- On the start date KoppelHet creates the HubSpot user with permission set, seat, team and time zone.
- A job change or leave adjusts the user on the effective date.
- On termination the manager gets a handover list in advance, and after the last working day KoppelHet removes the user.
What to watch for with SAP SuccessFactors and HubSpot
- Employee Central's job information holds a time zone per employee. HubSpot uses the user's time zone for meeting pages and rejects working hours without a time zone. KoppelHet takes the time zone from SuccessFactors, so a salesperson in Singapore does not offer European times.
- Besides the job code, SuccessFactors has a local job title. KoppelHet links permission set and seat to the job code, which is the same in every country, and only puts the local title in the HubSpot profile as job title.
- An employee on leave stays employed in Employee Central, with a different employment status. KoppelHet then does not remove the HubSpot user, but records the leave period as out-of-office in HubSpot, so leads do not sit idle and the contacts are still assigned on return.
- A new employee is often in Employee Central weeks before the start date, and by default SuccessFactors shows today's data. KoppelHet requests the job information as of the start date and only creates the HubSpot user on that day, so no seat is paid for someone who is not working yet.
- A temporary assignment to another country is an extra employment in SuccessFactors. KoppelHet recognises the same person and adjusts the team and time zone of the existing HubSpot user, instead of creating a second user with a second seat.
- HubSpot can only remove a user through the API. KoppelHet therefore sends the manager from SuccessFactors a list of the leaver's contacts and deals before the last working day, so they are reassigned before the user disappears.
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
Do all employees from SuccessFactors go to HubSpot?
No. Only the job codes and departments we select together. The rest get no user and so cost no seat.
Can this also be done through SCIM from Okta or Entra ID?
HubSpot supports SCIM for Professional and Enterprise accounts with single sign-on. SCIM does not handle teams, or seats under seat-based pricing; KoppelHet can add those from SuccessFactors.
What do we need to arrange in SuccessFactors?
An API user with OAuth and read rights only on the person and job data the integration uses.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SAP SuccessFactors Employee Central is read through the OData API with OAuth 2.0, with lastModifiedDateTime on EmpJob and asOfDate on the start date; fields include job_code, local_job_title, department, timezone, emplStatus and manager_id from Job Information, PerEmail (business type only) and lastDateWorked. Global assignments have assignmentClass GA.
- HubSpot is written through the user provisioning API (/settings/users/2026-09: create with sendWelcomeEmail, PUT with roleId, primaryTeamId and seatNames, DELETE), the Teams API and the Users API (hs_job_title, hs_standard_time_zone, hs_out_of_office_hours).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in HubSpot | Notes |
|---|---|---|
person_id_external | Koppeltabel naar de HubSpot-gebruiker | Fixed key |
first_name en last_name | firstName en lastName | |
Zakelijk e-mailadres (PerEmail) | email | |
job_code | roleId en seatNames | Through a table per job code |
local_job_title | hs_job_title | |
department | primaryTeamId | |
timezone (Job Information) | hs_standard_time_zone | |
emplStatus (verlof) | hs_out_of_office_hours | |
manager_id | Ontvanger van de overdrachtslijst | |
lastDateWorked | Verwijderen van de gebruiker |
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