Recruitment to HR
SmartRecruiters to Nmbrs integration: hired candidates in payroll without retyping
With an integration between SmartRecruiters and Nmbrs, a candidate set to hired in SmartRecruiters arrives as an employee in the right Nmbrs company, with employment, schedule and salary from the offer. KoppelHet then sets the onboarding status in SmartRecruiters, so the recruiter sees whether the employee is in Nmbrs or something is missing.
What the integration does
Employers that recruit through SmartRecruiters and run payroll in Nmbrs, often through a payroll bureau, regularly miss new employees in Nmbrs after busy periods with many hires. Those then get their first pay a month later.
- The recruiter sets the application in SmartRecruiters to hired.
- KoppelHet fetches candidate, vacancy and offer.
- The vacancy location determines the Nmbrs company. KoppelHet creates the employee, then employment, contract, schedule and salary.
- If everything succeeds, the onboarding status in SmartRecruiters is set to successful; if something is missing, to failed, with a notification to HR.
- The payroll bureau adds BSN, collective agreement, payroll tax credit and pension.
Back: Onboarding status per hired candidate
What to watch for with SmartRecruiters and Nmbrs
- SmartRecruiters has an onboarding status for the system that takes over the new employee. KoppelHet only sets it to successful once the employee is in Nmbrs with schedule and salary, not at the first step.
- In Nmbrs employee, employment, contract, schedule and salary are created in separate steps. If a later step fails, the status in SmartRecruiters is set to failed and KoppelHet repeats only that step after correction.
- After a peak with many hires, many notifications arrive at once. SmartRecruiters allows ten requests per second and eight at a time, so KoppelHet works through the hires one after another, without skipping any.
- Start date, hours and salary are held in SmartRecruiters in offer properties that each organisation sets up itself. We record which properties those are and whether the salary is a monthly amount or hourly wage, as Nmbrs calculates the two differently.
- Each BV belongs to its own company in Nmbrs, and departments exist per company. Per vacancy location we record the Nmbrs company; a department that does not exist there produces a notification instead of a new department.
- A SmartRecruiters notification must be acknowledged within five seconds. KoppelHet acknowledges straight away and processes the hire afterwards, so a slow step in Nmbrs does not cause repeated notifications.
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
What does our payroll bureau notice of the integration?
New employees are in Nmbrs with start date, schedule and salary. The bureau adds the Dutch details and no longer receives lists by email.
How do recruiters see that something went wrong?
The onboarding status in SmartRecruiters is then set to failed, and HR gets a notification with the reason.
Does this work with several BVs?
Yes. Per vacancy location we record which Nmbrs company the new employee belongs to.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only data of hired candidates goes to Nmbrs, and every action is in the audit logging.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters is read through a webhook subscription (activation with X-Hook-Secret; notification with only the ID and a Link header; HMAC-SHA256; 202 within 5 seconds; up to ten retries) and the Customer API with OAuth 2.0 client credentials (10 requests per second, 8 concurrent). Onboarding status through PUT /candidates/{id}/jobs/{jobId}/onboardingStatus.
- Nmbrs is written through the Nmbrs REST API with OAuth; first the employee per company, then address, employment, contract, schedule, salary and department. The SOAP API is retired from 1 March 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in Nmbrs | Notes |
|---|---|---|
Kandidaat-ID | Vrij veld bij de medewerker | To recognise a second notification |
firstName en lastName | Voornaam, tussenvoegsel en achternaam | |
location (kandidaat) | Adres | Or a custom property with the full address |
email en phoneNumber | Privé e-mail en telefoon | |
Locatie van de vacature | Nmbrs-bedrijf | Through a lookup table |
Startdatum (offer property) | Datum in dienst en begindatum contract | |
Uren per week (offer property) | Rooster | |
Salaris en periode (offer properties) | Bruto maandsalaris of uurloon | |
Afdeling van de vacature | Afdeling | Must exist in the Nmbrs company |
Related
SmartRecruiters → ADP Workforce Now
SmartRecruiters to ADP Workforce Now integration: ready to onboard becomes a hire in ADP
SmartRecruiters → AFAS Profit
SmartRecruiters to AFAS integration: hired candidate starts onboarding, status back to SmartRecruiters
SmartRecruiters → BambooHR
SmartRecruiters to BambooHR integration: hire with Dutch fields and feedback
SmartRecruiters → Dayforce
SmartRecruiters to Dayforce integration: validate first, then create the employee