HR to ITSM
Simployer to TOPdesk integration: employees from Simployer One as persons, with tickets at start and offboarding
With an integration between Simployer and TOPdesk, every employee from Simployer One becomes a person in TOPdesk, with office, department, cost centre and manager, and the service desk gets a ticket for every new colleague and every offboarding. KoppelHet uses the Simployer One webhooks and compares every night, so TOPdesk keeps up even if a notification is lost.
What the integration does
Organisations that use Simployer One for HR and run a service desk in TOPdesk often maintain persons in TOPdesk with an export that someone imports now and then. A colleague who has already left Simployer then remains a caller in TOPdesk for months, and a new starter is missing when they want to log their first ticket.
- HR creates the employee in Simployer One with office, department, cost centre and manager.
- Simployer sends employee.created. KoppelHet fetches the employee and creates the person in TOPdesk.
- Four weeks before the hire date an onboarding ticket reaches the office's operator group.
- A change of office, department or manager arrives through employee.updated and updates the person in TOPdesk.
- When an offboarding date is set, an offboarding ticket follows a week before it. After that day the person is archived.
What to watch for with Simployer and TOPdesk
- Simployer One has a cost centre and an effective cost centre per employee. KoppelHet takes the effective one, because it also applies when the cost centre comes from the department. It goes to TOPdesk as budget holder, so an order for a new colleague lands on the right cost centre.
- Besides the end date, Simployer One has a separate offboarding date. KoppelHet aims the offboarding ticket at the offboarding date when it exists, and otherwise falls back to the end date, so the service desk collects the laptop on the day someone actually stops.
- Every Simployer webhook has an eventId that stays the same on a repeated delivery. KoppelHet remembers those ids, so the same new employee never produces two onboarding tickets in TOPdesk.
- A webhook only contains number, name and work email. Office, department and manager are not in it. KoppelHet fetches the full employee after every notification before the person in TOPdesk is updated.
- The Simployer One access token has owner rights on the whole account. KoppelHet only uses it for read calls and never carries bank details, national ID or home address over to TOPdesk.
- Simployer itself offers a SCIM outlet to send users to other services, tested with Okta, Slack and Google Workspace. TOPdesk is not among them, and a person in TOPdesk needs office and department as branch and department. That is why KoppelHet reads the regular API.
This integration is also part of joiner, mover, leaver.
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
Does this also work with Simployer Classic?
This page describes Simployer One. Classic has a different API; whether it is sufficient, we check in the intake.
What happens if HR deletes an employee?
Simployer reports that with employee.deleted. KoppelHet archives the person in TOPdesk and deletes nothing, so the ticket history remains.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Simployer One through the HRM One API (api.alexishr.com/v1, sandbox at api.sandbox.alexishr.com) with a bearer token: GET /employee with filters, select and relations (employeeNumber, workEmail, title, officeId, departmentId, costCenterId, effectiveCostCenterId, managerEmployeeId, hireDate, endDate, offboardDate, active, updated), /office, /department and /cost-center (code, name). Webhooks employee.created, employee.updated, employee.deleted, employee.onboarded and employee.offboarded with envelope eventId, eventType and timestamp; optionally signed with X-Simployer-Signature (HMAC-SHA256 over body and X-Simployer-Timestamp).
- TOPdesk is written through the TOPdesk REST API with an operator's application password: persons through Supporting Files (employeeNumber at most 20 characters, budgetHolder, archiving with a reason), incidents with POST /tas/api/incidents (callerLookup, briefDescription, operatorGroup, targetDate, externalNumber).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Simployer | Field in TOPdesk | Notes |
|---|---|---|
employeeNumber | employeeNumber | At most 20 characters in TOPdesk |
firstName en lastName | firstName en surName | |
workEmail | email | |
title | jobTitle | |
officeId (naam via /office) | branch | |
departmentId (naam via /department) | department | |
effectiveCostCenterId (code via /cost-center) | budgetHolder | |
managerEmployeeId | manager | |
hireDate | hireDate en targetDate van de onboardingmelding | |
offboardDate of endDate | employmentTerminationDate en archiveren |
Related
Recruitee → Simployer
Recruitee to Simployer integration: hired candidates with employment and salary in Simployer One
Simployer → Active Directory
Simployer to Active Directory integration: accounts in your own domain from Simployer
Simployer → ADP iHCM
Simployer to ADP iHCM integration: salary, bonuses and end of employment from Simployer One to ADP iHCM
Simployer → AFAS Profit
Simployer to AFAS integration: Dutch employees from Simployer One in AFAS payroll