Recruitment to HR
SmartRecruiters to BambooHR integration: hire with Dutch fields and feedback
With an integration between SmartRecruiters and BambooHR, a candidate hired in SmartRecruiters becomes a new employee in BambooHR, with department, division, location, job title, start date and a first employment status. KoppelHet fills the fields your BambooHR uses for the Netherlands, and reports the outcome back in SmartRecruiters, so the recruiter sees whether the hire succeeded.
What the integration does
Organisations that recruit in SmartRecruiters and use BambooHR as their HR system often move hires into BambooHR by hand. The recruiter then cannot see whether HR has already created the new colleague.
- The recruiter sets the candidate to hired in SmartRecruiters.
- KoppelHet fetches candidate, job and offer.
- Department, division, location and job title are checked against the lists in BambooHR.
- KoppelHet creates the employee with a first status record on the start date.
- The onboarding status in SmartRecruiters goes to successful, or to failed with the reason.
What to watch for with SmartRecruiters and BambooHR
- KoppelHet fills the fields your BambooHR uses for the Netherlands, and leaves US fields such as State, Zip Code and the exempt status empty.
- KoppelHet uses the department and location already on the job and translates them to BambooHR's list values.
- BambooHR creates an employee without an employment status if none is given. KoppelHet passes the type of employment from the offer as the first status record on the start date.
- A list field in BambooHR with an unknown value returns a conflict error. KoppelHet catches it and sets the onboarding status in SmartRecruiters to failed, so the recruiter knows HR must add a value first.
- SmartRecruiters has an onboarding status per candidate and job. KoppelHet sets that status to successful as soon as BambooHR returns the new employee's number.
- A candidate can have a status on several jobs in SmartRecruiters. KoppelHet only reacts to the job with the hired status, so another open application does not create a second employee in BambooHR.
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 the BSN come along?
Only if you ask for it in SmartRecruiters, which we advise against. Usually HR enters it in BambooHR or only in payroll.
Do documents come along?
Not in the first version. The signed offer in BambooHR can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters through a webhook subscription (ID only; HMAC-SHA256 in smartrecruiters-signature; 202 within 5 seconds; up to ten retries) and the Customer API with the Offer API and PUT /candidates/{id}/jobs/{jobId}/onboardingStatus (READY_TO_ONBOARD, ONBOARDING_SUCCESSFUL, ONBOARDING_FAILED).
- BambooHR through create-employee (only firstName and lastName required; employmentHistoryStatus with employeeStatusDate for the first status record; 409 on an invalid list value; employmentType and photo are ignored). The id from the response is the key for later calls.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in BambooHR | Notes |
|---|---|---|
firstName en lastName | firstName en lastName | |
email | homeEmail | |
Afdeling en divisie (vacature) | department en division | Existing list values only |
location (vacature) | location | Through a lookup table |
Startdatum (offer property) | hireDate | |
Soort dienstverband (offer property) | employmentHistoryStatus met employeeStatusDate | |
Kandidaat-ID en job-ID | onboardingStatus in SmartRecruiters |
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